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CC - (1) Award of Construction Contract in the Amount of $1,937,770 to All American Asphalt, as the Lowest Responsive and Responsible Bidder, for the 2019 Pavement Rehabilitation Project, PS-005; and (2) Authorize the Public Works Director/City Engineer to Approve Change Orders in an Amount Not-to-Exceed $168,000.
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Meeting Date: December 10, 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: []
Commission Action Required: Yes [] No [X] Date:
Public Notification: (E-Mail) Meetings and Agendas - City Council (12/05/18)
Department Approval: Charles D. Herbertson, Public Works Director/City Engineer (11/27/18)
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RECOMMENDATION
Staff recommends the City Council:
1. Award a contract in the amount of $1,937,770 to All American Asphalt, as the lowest responsive and responsible bidder, for the 2019 Pavement Rehabilitation Project, PS-005; and,
2. Authorize the Public Works Director/City Engineer to approve change orders in an amount not-to-exceed $168,000 if necessary.
BACKGROUND
Based on the rating of this street in the pavement management system and staff evaluation, Overland Avenue between Washington Blvd and Jefferson Avenue has been selected to be resurfaced with new asphalt. The scope of work consists of removing and replacing 2 to 3 inches of deteriorated asphalt concrete with new rubberized asphalt concrete. Damaged curb, gutter and sidewalk will be replaced where necessary.
As part of the restriping of the street following resurfacing, bicycle lanes will be installed on the east and west side of Overland Avenue, from Ballona Creek to Culver Boulevard. Also, the raised center median on Overland Avenue at Oregon Avenue will be extended to the south to prevent cut-through traffic and illegal left turns from Oregon Avenue to southbound Overland Avenue, and the existing median on Overland Avenue’s southbound approach to Jefferson Boulevard will be removed to allow a second southbound left turn lane onto Jefferson Boulevard. (The installation of this additional left turn lane is a traffic mitigation measure funded by the Cumulus Project located in the City of Los Angeles at the northwest corner of Jefferson Boulevard and La Cienega Boulevard.) At the intersection of Overland and Palm Court/Sony Driveway, the traffic signal will be modified to improve efficiency.
On October 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 in trade journals. No bid addendums were issued. On November 15, 2018, the City Clerk’s staff publicly opened the bids. Five contractors responded with the following bid amounts:
CONTRACTOR BID AMOUNT
1. All American Asphalt $1,937,770.00
2. Hardy & Harper, Inc. $1,956,000.00
3. Sequel Contractors $1,983,154.60
4. Excel Paving Co. $2,132,880.80
5. Toro $2,198,020.04
Staff reviewed the five sets of contractor bid documents and determined 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 Culver City with satisfactory performance. Completed Culver City projects include: the 2007, 2009, 2010, 2011, 2013 and 2018 Pavement overlay projects, and the Duquesne Slurry Seal project.
Construction will begin in early 2019 and is expected to be substantially completed by the end of May. Weather permitting, most of the roadway asphalt work will be completed by the end of March. Saturday and Sunday work days are allowed at times for construction activities requiring extensive traffic control to limit traffic impact during typical Monday-Friday work days. Weekend work only includes paving Overland Avenue, between Washington Boulevard to Culver Boulevard to minimize disruption to the Sony Overland Gate Entrance, and the excavation and reconstruction of localized dig outs along Culver Boulevard to minimize disruption to the Sony Motor Gate Entrance.
In addition, localized dig outs to repair failed asphalt pavement along Culver Boulevard between Overland Avenue and Madison Avenue was bid as a deletable item in the project scope of work. The bid amount for this item is below the engineer’s estimate and within the available budget. The scope of work consists of removing failed pavement and subgrade, and constructing 16-inches of asphalt pavement along this street segment. Localized dig outs on Culver Boulevard are anticipated to be completed in two weeks; during roadway excavation and reconstruction, only one lane will be open to traffic. Weekend work is planned at the intersection of Culver Boulevard and Motor Avenue to minimize traffic impact. City Staff will be coordinating with affected businesses.
The construction inspection, material testing and survey monument restoration service providers will be selected from the City’s pre-approved on-call consultant list.
PUBLIC NOTIFICATION
Approximately two weeks prior to construction activity, the adjacent businesses, including Julian Dixon Library, 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. Changeable Message Signs will be installed on Overland Avenue ten (10) days prior to construction start and one week in advance to of construction on Culver Boulevard. In particular, the City’s project manager will frequently inform Sony Studios Entertainment on lane closures along Overland Avenue and Culver Boulevard so they can inform their employees in advance.
Also, the project manager will closely work with Parks, Recreation, and Community Services staff on lane closures impacting the operations of City facilities along Overland Avenue.
FISCAL ANALYSIS
The Project is funded by the City’s General Fund, Gas Tax, Los Angeles County Measure R, and other funds as follows:
Proposed Project Budget
Funding Source Amount
PS-005 Fund 418 Gas Tax $1,098,200
PS-005 Fund 420 Capital Improvement Fund $ 404,672
PS-005 Fund 431 Los Angeles County Measure R $ 244,159
PS-005 Fund 417 Community Development Fund $ 200,000
PS-005 Fund 423 Cal Recycle Grant $ 71,000
PL-009 Fund 420 (Jefferson/Overland Dual Left turn) $ 150,000
PZ-429 Fund 420 (Traffic Signal Replace/Upgrade) $ 50,000
PZ-428 Fund 420 (Curb, Gutter, Sidewalk Replacement) $ 120,000
Total: $ 2,338,031
Estimated Project Expenses Amount
AAA’s bid amount $1,937,770
9% Contingency $ 168,000
Design Fees $ 132,000
Construction Engineering (Inspection, Survey, Material Testing) $ 100,000
Total Estimated Project Expense $2,337,770
ATTACHMENTS
1. None
MOTION
That the City Council:
1. Award a contract to All American Asphalt, as the lowest responsive and responsible bidder, for the 2019 Pavement Rehabilitation Project, PS-005 in the amount of $1,937,770; and,
2. Authorize the Public Works Directory/City Engineer to approve change orders in the amount not-to-exceed $168,000, 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.