SR-513-004
EPWM:CP:AA:NC:RS S:\sp1736\cc1736awr.doc
Council Meeting: October 5, 1999 Santa Monica, California
TO: Mayor and City Council
Chairperson and Redevelopment Agency
FROM: City and Redevelopment Staff
SUBJECT: Recommendation for the City Council to: 1) Award a Contract for the 1998-
99 Street Resurfacing Project and Pico Boulevard Crosswalk Improvements
to PALP, Inc. (DBA Excel Paving Company); 2) Authorize the City Manager
to Negotiate and Execute a Contract with Construction Management
Inspection for Construction Management of the 1998-99 Street Resurfacing
Project; and 3) Authorize the City Manager to Execute the Third Amendment
to the Reimbursement Agreement for the Commercial Streetscape Program.
Recommendation for the Redevelopment Agency to: 1) Authorize the
Executive Director to Execute a Contract with PALP, Inc.; and 2) Authorize
the Executive Director to Execute the Third Amendment to the
Reimbursement Agreement for the Commercial Streetscape Program.
Introduction
This report recommends that the City Council take the following actions: 1) Award a
contract for the construction of the 1998-99 Street Resurfacing Project and Pico Boulevard
Crosswalk Improvements toPALP Inc. (DBA Excel Paving Company), the lowest
responsible bidder, in the amount of $5,145,682; 2) Authorize the City Manager to
negotiate and execute a construction management contract with Construction Management
Inspection (CMI) in the amount of $155,000 (including contingency) for the 1998-99 Street
Resurfacing Project; and 3) Authorize the City Manager to execute the Third Amendment
to the Reimbursement Agreement for the Commercial Streetscape Program between the
City and the Redevelopment Agency. This report also recommends that the
Redevelopment Agency take the following actions: 1) Authorize the Executive Director to
negotiate and execute a contract with PALP, Inc. (DBA Excel Paving Company) for the
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Pico Boulevard Crosswalk Improvements; and 2) Authorize the Executive Director to
execute the Third Amendment to the Reimbursement Agreement for the Commercial
Streetscape Program between the City and the Redevelopment Agency.
Background
Street Resurfacing Project
Each fiscal year, the City Council authorizes the implementation of a one-year program of
street improvements identified during inspections and ranked according to road condition
in the Pavement Management System. Work to be completed includes street resurfacing;
slurry sealing; repairs to curbs, gutters, new curb ramps; and installing concrete bus pads.
The Pavement Management System has been required since 1989 to qualify for Federal
funding and is updated periodically. During the annual on-site inspection of these priority
locations, staff further evaluates streets for type and schedule of repair by age, surface
and subsurface conditions, complaints received from the public, type of use (i.e.,
commercial, industrial or residential), current traffic volume, and projected change of use
or volume. Every effort is made to repair and recycle existing pavement rather than
unnecessarily incur the expense of total pavement replacement. The streets to be
resurfaced are listed in Attachment ?A?.
Pico Boulevard Crosswalk Enhancements
In January 1999 Council approved crosswalk improvements along Pico Boulevard.
Council also authorized staff to negotiate and execute a change order with Valley Crest,
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the construction contractor for the Pico Streetscape Project to carry out the improvements.
The negotiated cost from Valley Crest exceeded the project budget. Therefore, staff
identified the portion of the work that was integrally connected with the Pico Streetscape
construction work and authorized Valley Crest to proceed with only those elements. The
remainder of the Pico Crosswalk Project was competitively bid as part of the 1989-99
Street Resurfacing bid package, with the expectation that competitive bidding would
produce a lower cost.
Prior to issuing the bid package, staff evaluated the major elements of the project to
ensure the project costs were aligned with the project budget. During this evaluation and
based on the Valley Crest bid, staff determined the cost of installing pavers would
significantly exceed the project budget. Alternative materials were evaluated with the
objective of enhancing the crosswalks, yet staying within the project budget. Stamped
colored asphalt was examined and tested. The bid package for the project asked for
estimates for both concrete pavers and for stamped colored asphalt. Both options
exceeded the project budget ($175,000 and $832,000, respectively). Staff recommends
using stamped colored asphalt because
1) Stamped colored asphalt has a similar design effect to the pavers;
2) Stamped colored asphalt is easy to clean which will preserve the original color
content. Concrete pavers are difficult to clean and road wear will darken the
light colored pavers, eventually eliminating the color content;
3) Stamped colored asphalt is easier to repair during routine street maintenance;
and
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4) Stamped colored asphalt is easier to install, thereby causing less traffic
disruption during construction and maintenance.
If Council's direction is to retain the original concrete paving treatment for crosswalks,
funding must be appropriated.
In order to minimize the duration of construction along Pico Boulevard, the Street
Resurfacing/Pico Boulevard Crosswalk Improvements bid package specified a time frame
which should result in the completion of the Pico Boulevard Resurfacing and Crosswalk
Improvements within 4?5 months from the contractor receiving a notice to proceed.
Discussion
The Notice Inviting Bids was published in The Argonaut on July 29, 1999 and August 5,
1999. A Notice Inviting Bids, along with the plans and specifications, was also submitted
to six construction journals, and was sent to six women/minority business enterprise
(WMBE) associations. Twenty-four contractors requested bid packages. The City Clerk's
Office received five sealed bids that were publicly opened and read aloud on September 1,
1999, by the Deputy City Clerk. The bid results, including the stamped asphalt alternative
were as follows:
1. Excel Paving Company $ 5,145,681.50
2. Los Angeles Engineering, Inc. $ 5,308,542.70
3. Silvia Construction, Inc. $ 5,342,831.20
4. Sully-Miller Contracting Company $ 5,393,993.20
5. Valley Crest $ 5,588,661.20
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City Engineer's Estimate $ 5,380,000.00
Excel Paving Company supplied the City with a list of recent similar projects. City staff
contacted representatives from the City of Culver City, the County of Los Angeles and the
City of Long Beach. Projects for those organizations include Sepulveda Boulevard
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Resurfacing, Foothill Boulevard Resurfacing, and 2 Street Resurfacing, respectively. All
responding references reported that the Contractor?s work was very good. Excel Paving
Company is just beginning construction on the 1997-98 federally-funded Resurfacing
Project No. 2 and has also completed similar projects for the City of Santa Monica. Their
work for the City has been very good. The State Contractors? License Board verified that
the Contractor?s license is current, active, and in good standing.
Construction Management
A Request for Qualifications for construction management was issued on July 22, 1999.
A committee of Environment and Public Works Management Department staff
interviewed three firms. Selection criteria included previous experience, qualifications
of staff, ability to meet tight time schedules and availability of staff.
The Review Committee recommends the firm of Construction Management Inspection
(CMI) for the construction management services contract for the Street Resurfacing
Project. The work includes overseeing the contractor during construction to ensure the
contractor conforms with plans and specifications, monitoring traffic control and detour
plans, reviewing change order requests, and providing information to the contractor on
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an as-needed basis. Construction Management Inspection's past performance on
similar projects completed for the City has been very good.
Budget/Financial Impact
The total construction contract amount of $5,700,000, including contingency, is
allocated between the Street Resurfacing Project and the Pico Boulevard Crosswalk
Improvement Project as follows:
1989/99 Street Resurfacing Project
Contract Amount $4,230,082
Contingency $ 418,918
Total $ 4,649,000
Pico Boulevard Crosswalk Improvements
Contract Amount $ 915,600
Contingency $ 135,400
Total $1,051,000
Construction Management
Contract Amount $130,000
Contingency $ 25,000
Total $155,000
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Construction funding is available in the following accounts:
ACCOUNT CONTRACT CONTINGENCY TOTAL
C01015297.589000 $707,126 $707,126
$0
(1997 Street Repair/Resurfacing)
C01015298.589000
(1998 Street Repair/Resurfacing) $141,870 $0 $143,870
C01015299.589000
(1999 Street Repair/Resurfacing) $3,122,540 $232,460 $3,355,000
C31015299.589000
$105,000 $0 $105,000
(1999 Street Repair/Resurfacing)
C25015299.589000
$108,546 $0 $108,546
(1999 Street Repair/Resurfacing)
C01015200.589000
(1999/2000 Street Repair/Resurfacing) $0 $181,458 $181,458
C20077799.589000
(Bus Pads) $45,000 $5,000 $50,000
C17046599.589000
Earthquake Redevelopment Funds
$753,600 $125,368 $878,968
C01046599.589000
Traffic Mitigation Revenues $44,000 $0 $44,000
C200456.589000
Crosswalk Improvements $0 $10,032 $10,032
C01084199.589000
Implement Neighborhood Traffic Measures
$118,000 $0 $118,000
TOTAL $5,145,682 $554,318 $5,700,000
Funding for the construction management services is available in CIP account:
ACCOUNT CONTRACT CONTINGENCY TOTAL
C01015299.589000 $130,000 $25,000 $155,000
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Recommendation
Staff recommends that the City Council:
1. Award a contract for the construction of the 1998-99 Street Resurfacing Project and
Pico Boulevard Crosswalks to PALP Inc. (DBA Excel Paving Company), the lowest
responsible bidder, in the amount of $5,145,682;
2. Authorize the City Manager to negotiate and execute a professional services
contract with Construction Management Inspection (CMI) in an amount not to
exceed $155,000 (including contingency) for construction management of the 1998-
99 Street Resurfacing Project;
3. Authorize the City Manager to negotiate and execute the Third Amendment to the
Reimbursement Agreement for the Commercial Streetscape Program; and
4. Authorize the City Engineer to issue any necessary change orders to complete
additional work within budget authority.
Staff recommends that the Redevelopment Agency:
1. Authorize the Executive Director to execute a contract with PALP, Inc. (DBA Excel
Paving Company) for the Pico Boulevard Crosswalk Improvements; and
2. Authorize the Executive Director to execute the Third Amendment to the
Reimbursement Agreement for the Commercial Streetscape Program.
Attachment A ? List of Streets To Be Resurfaced
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Prepared by: Craig Perkins, Director of Environmental and Public Works Management
Suzanne Frick, Director of Planning & Community Development
Anthony Antich, P.E., City Engineer
Ellen Gelbard, Deputy Director of Planning & Community Development
Jeff Mathieu, Director of Resource Management
Tina Rodriguez, Redevelopment Administrator
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