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SR 09-27-2011 3Nc7® City of City Council Report Sauna Monica City Council Meeting: September 27, 2011 Agenda Item: -- To: Mayor and City Council From: Martin Pastucha, Director of Public Works Subject: Construction Contract for Paving Improvements at the Santa Monica Municipal Airport Recommended Action Staff recommends that the City Council: 1. Authorize the City Manager to negotiate and execute a contract with Sully - Miller Contracting Co., a California -based company, in an amount not to exceed $186,571 (includes a 10% contingency) for paving improvements at the Santa Monica Municipal Airport. 2. Authorize the Director of Public Works to issue any necessary change orders to complete additional work within budget authority. Executive Summary Paving Improvements at the Santa Monica Municipal Airport consists of cold - milling and resurfacing approximately 60,000 square feet of asphalt pavement surrounding the 22 T- Hangars, and approximately 48,000 square feet of asphalt parking -lot pavement adjacent to the 3050 -3100 Airport Avenue property. Sully - Miller Contracting Company is recommended for construction of the project at a cost of $186,571. Discussion Airport Administration has contractual obligations to lease- holders to maintain the pavement around the 22 T- Hangars and the 3050 -3100 Airport Avenue property. The pavement at both locations is in poor condition. Airport staff identified the need for these repairs and budgeted funds in the Capital Improvement Program for Fiscal Year 2011 -2012 to complete the work. Contractor Selection On July 11 and 12, 2011, the City published a Notice Inviting Bids in the Santa Monica Daily Press and on the City's online bidding site, Planet Bids. Nine prospective bidders 1 I attended the pre -bid meeting and job -walk on July 19, 2011. Twenty -nine prospective bidders requested bidding documents, and four sealed bids were received by the City Clerk's office and publicly opened on August 2, 2011 by the Deputy City Clerk. The bid results are as follow: Bidders Bid Amount Sully - Miller Contracting Co. $169,610 Mission Paving Company $169,790 PALP, Inc. dba Excel Paving Co. $212,947 All American Asphalt $220,068 The bids were evaluated on competitive pricing, understanding of the project's scope, direct experience with similar projects, approach to the work, technical competence, qualifications of the proposed staff, and the ability to meet the project schedule. Staff recommends Sully - Miller Contracting Co. as the best bidder based on their price, quality of services offered, and experience with similar projects. The contractor provided in excess of twenty references for recently completed projects, and a similar number for on -going projects. Staff contacted references for five representative projects from the cities of Torrance, Long Beach, West Hollywood, Cerritos, and La Mirada. All references reported that the work performed by Sully - Miller Contracting Co. was completed in a timely and cost - effective manner while maintaining consistent quality. Staff also verified with the Contractors State License Board that Sully - Miller Contracting Co.'s and its subcontractors' licenses are current, active, and in good standing. Construction Management Construction management will be provided by Public Works staff. Construction management will include inspection of the contractor's work during construction, verifying and controlling field changes and unforeseen conditions, monitoring and mitigating impacts as a result of the construction activities, attending contractor's safety ON meetings, attending periodic progress meetings, and maintaining all necessary inspection documentation relevant to the work conducted during construction. Public Outreach Public outreach for this project will be provided by Public Works and Airport staff, consisting of public notifications to adjacent property owners and tenants and the surrounding community on the scope of the project, potential impacts and schedule. Staff will also provide periodic updates and contact information for inquiries throughout the construction period to the community. Financial Impacts & Budget Actions The construction contract amount to be awarded to Sully - Miller Contracting Co. is $186,571 (includes a 10% contingency). Funds are available at the FY2011 -13 budget in the following accounts: M330642.589000 Parking Lot Pavement Rehabilitation $ 80,366 M330638.589000 Airfield Pavement Rehabilitation $106,205 TOTAL $186,571 Prepared by: Allan Sheth, Civil Engineering Associate Approved: Forwarded to Council: Ll n�'" Jv Martin Pastucha Rod Gould Director of Public Works City Manager Attachment: 1 — Airport Location Map 3 ATTACHMENT AIRPORT LOCATION MAP Q c%xw VOR IM8 3050 -3100 tPORT AVENUE 'ARKING LOT 227S & VER SOUTH IE -DOWN AREA Reference Contract No. 9477 (CCS).