City of Culver City, California
Agenda Item Report
Meeting Date: 10/13/2014 Item Number: C-11
CITY COUNCIL AGENDA ITEM: FOUR FIFTHS VOTE REQUIREMENT - (1) Award
a Contract to All American Asphalt, as the Lowest Responsive and Responsible
Bidder, in an Amount Not-to-Exceed $822,000 ($676,500 Base Bid, Plus $70,500
for Add Alternate, Plus $75,000 in Change Order Authority) for the Construction
of the Washington Place and Sawtelle Boulevard Resurfacing Project, PZ-942,
Federal Aid No. STPL 5240 (031); and (2) Approval of Related Budget
Amendments in the Amount of $152,000.
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 (10/08/2014); (E-Mail)
All bidders (10/06/14)
Department Approval:
Charles D. Herbertson (09/30/14)
City Attorney Approval:
Carol Schwab (by H. Baker) (10/07/14)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (10/08/14)
City Manager Approval:
John M. Nachbar (10/08/14)
RECOMMENDATION:
Staff recommends that the City Council:
1. Award a construction contract to All American Asphalt, the lowest responsive
and responsible bidder, in an amount not-to-exceed $822,000 ($676,500
base bid, plus $70,500 for add alternate, plus $75,000 in change order
authority) to complete the necessary work for the Washington Place and
Sawtelle Boulevard, PZ-942, Federal Aid No. STPL 5240 (031).
2. Approve budget amendments to appropriate $122,000 in additional grant
funding (Fund 423) and $30,000 in New Development Impact Fee (Fund 417)
funding for this Project.
A 4/5
th
vote is required to approve the budget amendments.
BACKGROUND:
On June 24, 2013 the City Council authorized the advertising for construction bids
for the Washington Place and Sawtelle Boulevard Resurfacing Project, PZ-942,
Federal Aid No. STPL 5240 (031).
City of Culver City, California
Agenda Item Report
The area of work for Washington Place is between Frances Avenue and Rosabell
Street. The area of work for Sawtelle Boulevard is between Braddock Drive and
Culver Boulevard and between Washington Boulevard and Washington Place.
The scope of work consists of a 2-inch removal of existing asphalt concrete
pavement and overlay with new 2-inch rubberized asphalt. In addition, more
extensive reconstruction of pavement sections in various areas along Washington
Place is planned for the area between Frances Avenue and Zanja Street.
This project also proposes to reconstruct existing non-conforming curb ramps to
meet current federal accessibility requirements, replace existing traffic loops, and re-
stripe a portion of Washington Place in order to accommodate new bicycle lanes
between Grand View Boulevard and Rosabell Street.
This project was initially scheduled for bid advertisement and construction last year
but was postponed in order to complete other priority assignments.
DISCUSSION:
On September 11, 2014, the City Clerk publicly opened the bids. Three (3)
contractors responded with the following base bid amounts:
CONTRACTOR BASE BID
AMOUNT
ADDITIVE
BID
TOTAL BID
1 All American Asphalt,
Corona, CA
$676,500 $70,500 $747,000
2 Sully-Miller Contracting
Co, Brea, CA
$737,217 $55,976 $793,193
3 Hardy & Harper, Inc.,
Santa Ana, CA
$876,000 $77,000 $953,000
Staff reviewed the bid proposal of the apparent lowest bidder, 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.
As part of the Bid Proposal, All American Asphalt also submitted an Additive Bid in
the amount $70,500 for the restriping of traffic lanes to include bike lanes along
Washington Place from Grand View Boulevard to Rosabell Street, installation of a
future streetlight conduit across Washington Place, and installation of traffic loops.
This portion of the project was separated because it is outside the project limits and
is considered non-federal aid participating work. All American Asphalt’s total bid City of Culver City, California
Agenda Item Report
amount with the additive bid is $747,000, which is still the lowest of the three
bidders.
All American Asphalt has completed similar street improvement projects with Culver
City, most recently the 2013 Pavement Overlay Project, PZ-863 & PZ-903,
completed in April, 2014. All American Asphalt has also completed similar projects
with other municipal agencies in the local region, including the cities of Laguna Hills
and Santa Clarita.
Staff recommends that the City Council authorize the Public Works Director/City
Engineer to approve change orders in an amount not-to-exceed $75,000 (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 approve the award of contract this evening, construction is
scheduled to begin in January, 2015 and is expected to be completed by April, 2015.
Traffic Impact at Washington Place between Frances Avenue and Zanja Street
Extensive roadway pavement reconstruction is required on both westbound and
southbound directions of Washington Place between Frances Avenue and Zanja
Street. During construction (estimated to be 2-3 weeks), Washington Place will have
one lane in each direction between Frances Avenue and Zanja Street open to traffic
with intermittent street closures.
Prior to and during construction, changeable message signs will be installed at
critical junctions along Washington Place and Washington Boulevard approaching
the work area advising motorist of the traffic delays and to use alternate routes.
Public Notification
Staff will schedule a Community Outreach Meeting in November, 2014, to discuss
the construction activities and schedules in more detail. All adjacent business
owners and nearby residents will be invited to the Community Outreach Meeting.
In addition, approximately two weeks prior to construction activity, adjacent
businesses and nearby residences will be provided with written information on the
project scope and contact information. The construction notice will also be posted
on the City’s website.
City of Culver City, California
Agenda Item Report
FISCAL ANALYSIS:
Proposed Project Budget
Federal Highway Funds
(42380000.730100.PZ942) (pending budget
amendment of $122,000)
$740,000
PZ-965 (Fund 418) Washington Place Re-Striping
Project
$54,000
PZ-684 (Fund 418) Streetlight Improvement $16,000
PZ-428 (Fund 418) Curb, Gutter, and Sidewalk
Reconstruction
$49,000
Fund 417 New Development Impact Fee Fund
(pending budget amendment)
$30,000
PZ-554 (Fund 420) Minor Pavement and Concrete
Improvement
$10,000
Available Funds $899,000
Estimated Project Expenses
Construction Contract (Base Bid + Additive Bid) $747,000
10% contingency $75,000
Subtotal $822,000
Construction Management and Inspection
Services
$62,000
Geotechnical Construction Services (Observation
& Testing)
$15,000
Total Estimated Project Expenses $899,000
On October 1, 2014, Metro approved Staff’s request to increase STPL Federal
Highway Funds by $122,000. The proposed motions include a budget amendment
appropriating these additional funds.
ATTACHMENT:
1. Location Maps
MOTIONS:
That the City Council:
Approve a Budget Amendment to appropriate additional grant funding in the amount
of $122,000 for the Washington Place and Sawtelle Boulevard, PZ-942, Federal Aid
No. STPL 5240 (031), to the respective project revenue (42380000.341000.PZ942)
and expenditure account (42380000.730100.PZ942). This amount will be City of Culver City, California
Agenda Item Report
reimbursed by federal Surface Transportation Program (A 4/5
th
vote is required to
approve a budget amendment); and,
Approve a Budget Amendment to appropriate New Development Impact Fee funding
from available fund balance in the amount of $30,000 for the Washington Place and
Sawtelle Boulevard, PZ-942, Federal Aid No. STPL 5240 (031), to expenditure
account 41780000.730100.PZ942; and,
Award a contract to All American Asphalt, as the lowest responsive and responsible
bidder, for the Washington Place and Sawtelle Boulevard, PZ-942, Federal Aid No.
STPL 5240 (031) in the amount of $747,000, based on its bid; and,
Authorize the Public Works Director/City Engineer to approve change orders in an
amount not-to-exceed $75,000, if necessary; and,
Authorize the City Attorney to review/prepare the necessary documents; and,
Authorize the City Manager to execute such documents on behalf of the City.