City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council award a construction contract to Pavement
Coatings Company as the lowest responsive and responsible bidder to complete the
necessary work for the Jacob Street Slurry Seal Project, P-910.
BACKGROUND DISCUSSION:
This is a Community Development Block Grant (CDBG) project approved by the City
Council in January 2008 for inclusion in the Fiscal Year 2008/09 Capital
Improvement Budget.
The scope of work for the project consists of placing a thin layer (approximately 1/8”
thick) of slurry seal on Jacob Street from Sentney Avenue to Helms Avenue. Also,
the project specifications included bid add alternates for striping and removal and
replacement of severely damaged roadway pavement.
On March 5, 2009, the Deputy City Clerk publicly opened bids. Six (6) contractors
responded with the following bid amounts:
CONTRACTOR BASE BID AMOUNTS
1 Pavement Coatings Company $20,813
2 Wheeler Paving, Inc. $22,275
Meeting Date: 03/23/2009 Item Number: C-5
AGENDA ITEM: Award of a Construction Contract to Pavement Coatings
Company for the Jacob Street Slurry Seal Project, P-910
Contact Person/Dept.: Sammy Romo/PW Phone Number: 310-253-5619
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [] Attachments: [X]
Public Notification: Master E-Mail Notification List (03/18/09); Wheeler Paving, Inc.;
Doug Martin Contracting Company, Inc.; All American Asphalt; Pavement Coatings
Company; Roy Allan Slurry Seal, Inc.; Bond Blacktop, Inc. (3/18/09)
Department Approval:
Charles D. Herbertson (03/12/09)
City Attorney Approval:
Carol Schwab (by H. Baker) (03/17/09)
Chief Financial Officer Approval:
Jeff Muir (by N. Kimball) (03/18/09)
City Manager Approval:
Jerry B. Fulwood (03/18/09) City of Culver City, California
City Council Agenda Item Report
3 Roy Allan Slurry Seal, Inc. $22,775
4 Bond Blacktop, Inc. $23,449
5 All American Asphalt $26,157
6 Doug Martin Contracting Company, Inc. $29,321
Staff reviewed the submitted bid documents. All the bid documents were found to be
responsive and complete. The lowest bid was determined based on the total base
bid. Pavement Coatings Company (PCC), the lowest overall bidder, was determined
to meet all the bonding and insurance requirements.
PCC’s bid amounts for striping was $2,681 and for pavement reconstruction was
$42,420. Staff is recommending that only the bid add alternate for striping be added
to the base bid for a total award amount of $23,494.
PCC has recently completed similar slurry seal projects for the cities of Orange,
Aliso Viejo, and Torrance. Representatives from these cities indicated that PCC
performed in a professional manner and recommended them for future projects.
Construction management will be performed by Engineering Division staff.
Inspection will be performed by The Nickerson Company, which was pre-approved
by Council on July 23, 2007 to perform construction inspection services.
The construction work will begin in late April and is expected to be substantially
completed in early May.
Public Notification
Approximately two weeks prior to construction activity, the businesses and
residences adjacent to the projects will be provided with written information on the
project schedule and contact information to address questions and/or concerns.
FISCAL ANALYSIS:
The table below summarizes the funding sources that have been allocated for this
project as part of the adopted 2008-09 CIP budget:
Jacob Street Slurry Seal Project, P-910
Funding Source Amount
California Gas Tax (41800910) $30,000 City of Culver City, California
City Council Agenda Item Report
Community Development Block Grant
(42800910)
$10,000
Total Project Budget $40,000
Estimated Project Expenses
Jacob Street Slurry Seal Project, P-910
Construction Cost
$23,494
10% Contingency $2,349
Construction Inspection $3,500
Total Estimated Project Cost $29,343
Gas tax funding was allocated as a local match to receive CDBG funding for this
project. Since the amount allocated exceeds the total estimated project cost, the full
CDBG amount will be expended first and any unused Gas Tax funds will be returned
to available Gas Tax fund balance and will be available for allocation to a future
project.
ATTACHMENT:
1. Location Map
MOTION:
That the City Council:
1) Award a construction contract to Pavement Coatings Company for the Jacob
Street Slurry Seal Project (P-910), in the amount of $23,494, based on its base
bid and include funding for bid add alternate C for striping; and,
2) Authorize the Public Works Director/City Engineer to approve change orders in
the amount not-to-exceed $2,349, if necessary; and,
3) Authorize the City Attorney to review/prepare the necessary documents and
authorize the City Manager to execute such documents on behalf of the City.
MEETING DATE: 3/23/09
AGENDA ITEM: Award a Construction Contract to Pavement Coatings
Company for the Jacob Street Slurry Seal Project, P-910
ATTACHMENTS
Pages|109| Location Map 1