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CC - (1) Award of Construction Contract in the Amount of $1,827,770 to All American Asphalt, as the Lowest Responsive and Responsible Bidder, for the 2018 Pavement Rehabilitation Project, PS-005; and (2) Authorize the Public Works Director/City Engineer to Approve Change Orders in an Amount Not-to-Exceed $320,000
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Meeting Date: February 12, 2018
Contact Person/Dept: Diana Szymanski/Public Works
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) Meetings and Agendas - City Council (02/06/18);
Department Approval: Charles D. Herbertson, Public Works Director/City Engineer (02/01/18)
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RECOMMENDATION
Staff recommends the City Council:
1. Award a contract in the amount of $1,827,770 to All American Asphalt, as the lowest responsive and responsible bidder, for the 2018 Pavement Rehabilitation Project, PS-005; and,
2. Authorize the Public Works Director/City Engineer to approve change orders in an amount not-to-exceed $320,000.
BACKGROUND
Per recommendations in the pavement management system and visual observation, several streets have been selected to be resurfaced with new asphalt. The scope of work consists of removing and replacing 2 inches of deteriorated asphalt concrete with new rubberized asphalt concrete. Damaged curb and gutter and concrete pavement repairs will be replaced where necessary. The following arterial and residential streets are scheduled for resurfacing:
1. Sepulveda Boulevard -Ballona Creek (City boundary) to Jefferson Boulevard
2. Washington Place - Centinela Avenue to Grand View Boulevard
3. Centinela Avenue - Washington Place to Washington Boulevard
4. Harter Avenue - Washington Boulevard to PCC Pavement
5. Westwood Boulevard - Ocean Drive to Cota Street
6. Fairbanks Way - Ocean Drive to Dobson Way
7. Pickford Way - Ocean Drive to Studio Drive
8. Pickford Way - Kinston Avenue to Dobson Way
9. Glencoe Avenue - Zanja Street to Washington Boulevard
10. Redwood Avenue - Washington Boulevard to southerly City boundary
11. Redwood Avenue - Washington Boulevard to Zanja Street
12. Selmaraine Drive - Jefferson Boulevard to Corryne Place
13. Zanja Street - Washington Place to northerly City boundary
14. Braddock Drive - Overland Avenue to Jackson Avenue
15. Vinton Avenue - Farragut Drive to Le Bourget Avenue
16. Ranch Road - Kelmore Street to Cranks Road
17. PCC Concrete Spot Repairs on Meier Street and Rosabell Street
On January 8, 2018 the City Council approved the plans, specifications and authorized staff to publish a notice inviting bids for the project.
DISCUSSION
The Notice Inviting Bids was published in the Culver City News, on the City’s website and on trade journals. Two bid addenda were issued. On January 25, 2018, the City Clerk’s staff publicly opened the bids. Three contractors responded with the following bid amounts:
CONTRACTOR BID AMOUNT
1. All American Asphalt $1,827,770
2. Sully-Miller Contracting Company $1,979,000
3. Excel Paving Company $2,077,346
Staff reviewed the three sets of contractor bid documents and determined that All American Asphalt (AAA) submitted the lowest responsive total base bid. Staff reviewed the bid proposal and found the bid documents responsive and complete. Its bond, contractor’s license, and worker’s compensation insurance were reviewed and determined to meet City requirements. All American Asphalt is a well-established paving contractor and has completed many similar projects throughout the cities in southern California and many within in Culver City with satisfactory performance. Completed Culver City projects include: the 2007, 2009, 2010, 2011 and 2013 Pavement overlay projects, and the Duquesne Slurry Seal project.
Due to the favorable prices in All American Asphalt’s bid and a sufficient available budget, it is recommended that the following additional streets be included through change order authority:
1. Center Street - Washington Boulevard to Culver Boulevard
2. Virginia Avenue - Rhoda Way to Overland Avenue
3. Studio Drive - Pickford Way to cul-de-sac
4. Miscellaneous alley improvements.
Per Section 3-2.2.1 of the Standard Specifications for Public Works Construction, the Contract Unit Price will apply when actual contract quantities are within 25% of the original bid quantities. Estimated quantities for the additional work listed above is less than 25% of the bid quantities and would fall within the project overall budget based on All American Asphalt Contract Unit Prices.
The construction inspection, material testing and survey monument restoration service providers will be selected from the City’s pre-approved on-call consultant list.
The construction will begin at the late February/early March 2018 and is expected to be substantially completed by the end of June.
On October 9, 2017, the City Council requested that staff contact the City of Los Angeles and inform them of Culver City’s proposed paving project on Sepulveda Boulevard and that we attempt to work cooperatively to pave their portion of Sepulveda Boulevard to the north at the same time. Staff contacted City of Los Angeles staff and they responded that the use their own City forces to pave streets. City of Los Angeles asked that we inform them of our paving schedule and they will determine at that time if they can use their City forces to pave Sepulveda Boulevard at the same time.
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. The City will also use social media to inform residents and nearby businesses of the work and to provide on-going status reports.
FISCAL ANALYSIS
On October 9, 2017, the City Council adopted a Resolution amending the 2017-18 Budget to incorporate the paving of Sepulveda Boulevard from Ballona Creek to Sawtelle Boulevard in the list of city projects to be funded by SB 1 (The Road Repair and Accountability Act); and approved a related budget amendment.
The Project is funded by the City’s General Fund, Gas Tax, and Los Angeles County Measure R as follows:
Proposed Project Budget
Funding Source Amount
PS-005 Fund 418 Gas Tax $ 733,067
PS-005 Fund 420 Capital Improvement Fund $1,422,700
PS-005 Fund 431 Los Angeles County Measure R $ 96,940
PZ-554 Fund 420 (Minor Pavement & Concrete Improvements) $ 63,000
Total: $ 2,315,707
Estimated Project Expenses
Amount
AAA’s bid amount $1,827,770
17.5% Contingency (including the additional streets and alleys) $ 320,000
Construction Engineering (Inspection, Survey, Material Testing) $ 167,937
Total Estimated Project Expense $2,315,707
ATTACHMENTS
1. Location Maps
MOTION
That the City Council:
1. Award a contract to All American Asphalt, as the lowest responsive and responsible bidder, for the 2018 Pavement Rehabilitation Project, PS-005 in the amount of $1,827,770; and,
2. Authorize the Public Works Directory/City Engineer to approve change orders in an amount not-to-exceed $320,000, and,
3. Authorize the City Attorney to review/prepare the necessary documents; and,
4. Authorize the City Manager to execute such documents on behalf of the City.