SR-04-30-2013-3BCity Council Meeting: April 30, 2013
Agenda Item: S -B
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Award Construction Contract for Santa Monica Airport Runway, Taxiway
and Parking Lot Improvements
Recommended Action
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute a contract with PALP Inc.,
dba Excel Paving Company, a California -based company, in an amount not to
exceed $672,525 (includes a 10% contingency) for the Santa Monica Airport
Runway, Taxiway and Parking Lot Improvements.
2. Authorize the issuance of an after -hours construction permit to remove rubber
deposits from the runway between the hours of 9 PM and 6 AM for a period of
four nights, contingent on satisfying notification requirements as contained in
Santa Monica Municipal Code 4.12.110.
3. Authorize the Director of Public Works to issue any necessary change orders to
complete additional work within budget authority.
Executive Summary
The Santa Monica Airport Runway, Taxiway and Parking Lot Improvements project
would remove the build -up of rubber deposits from aircraft tires from the runway
surface, repair damaged pavement sections of the taxiways north and south of the
runway, refresh and update pavement markings along the runway and taxiways, and
resurface the tenant parking lot serving the Santa Monica Arts Studio (3026 Airport
Avenue) and the Ruskin Theater Group (3000 Airport Avenue) buildings.
In January 2013, the City solicited bids for airport construction services. Two bids were
received and opened on March 12, 2013. Staff recommends PALP Inc., dba Excel
Paving Company, the best bidder, for construction of the project at a cost not to exceed
$672,525.
The issuance of an after -hours construction permit is recommended to allow removal of
rubber deposits from the runway surface and to refresh the runway markings. The
rubber removal and runway restriping would occur over a period of four nights, between
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the hours of 9 PM and 6 AM, during which time the runway would be closed to aircraft
landing and take -off.
Discussion
The Santa Monica Airport Runway, Taxiway and Parking Lot Improvements project
would remove the build -up of rubber deposits from aircraft tires from the runway
surface, a maintenance activity that is typically necessary on a biennial basis to ensure
safe operation of the airfield; repair damaged pavement sections of the taxiways north
and south of the runway; refresh and update pavement markings along the runway and
taxiways; and resurface the tenant parking lot serving the Santa Monica Arts Studio
(3026 Airport Avenue) and the Ruskin Theater Group (3000 Airport Avenue) buildings.
The runway rubber removal and restriping work requires closure of the runway and
would be performed at night between the hours of 9 PM and 6 AM, over a period of four
nights. An after -hours construction permit would be issued to the Contractor for this
project, contingent on satisfying notification requirements as contained in Santa Monica
Municipal Code 4.12.110, which includes notification to persons occupying property
within a perimeter of 500 feet of the proposed construction activity. The equipment for
the rubber removal process utilizes high - pressure water and is designed to fully recover
all the wastewater and rubber debris for disposal at an approved treatment facility.
Contractor Selection
On January 15 and 16, 2013, the City published a Notice Inviting Bids in the Santa
Monica Daily Press and on the City's online bidding site. The City Clerk's office
received two sealed bids, which were publicly opened by the Deputy City Clerk on
March 12, 2013.
Bid results are as follows:
PALP, dba Excel Paving Co.
Sully - Miller Contracting Co.
Location Bid Amount
Long Beach, CA $ 611,386
Brea, CA $ 670,728
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Bids were reviewed by Public Works staff and evaluated based on understanding of the
project's scope, direct experience on similar projects, approach to the work, technical
competence, qualifications of the proposed staff, and the ability to meet the desired time
frames.
Excel Paving, located in Long Beach, CA, is recommended as the best bidder based on
the evaluation criteria. The references provided by Excel Paving include recent projects
for the cities of Los Angeles, Long Beach and Santa Monica. Reference agencies
contacted reported the contractor's work was completed in a timely and cost - efficient
manner while maintaining consistent quality. Recently Excel Paving successfully
completed the City's Annual Paving and Sidewalk Repair project and the Ocean Park
Boulevard Complete Green Street project. The Contractor's State License Board also
verified that Excel Paving's and its subcontractors' licenses are current, active, and in
good standing.
Construction Management and Public Outreach
Construction management and public outreach for this project would be provided by
staff. Construction management would include inspecting 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 meetings, attending periodic progress meetings, and maintaining all
necessary inspection documentation relevant to the work conducted during
construction. Public outreach would include notifications distributed to adjacent
properties and the surrounding community on the scope of the project, potential impacts
including night work, and schedule of additional periodic updates, weekly updates on
the City's "Know Before You Go" (aka KBUG) website and in the Santa Monica Daily
Press.
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Construction Schedule
Work is anticipated to begin the week of June 3, 2013 and be completed by July 31,
2013.
Financial Impacts & Budget Actions
The contract to be awarded to PALP Inc., dba Excel Paving Company, is for an amount
not to exceed $672,525 (including a 10% contingency). Funds are available in the
FY2012 -14 Capital Improvement Program budget in the following accounts:
Account FY2012 -13 FY2013 -14 FY2012 -14
M330638.589000 Airfield Pavement Rehab
M330642.589000 Parking Lot Pavement
Total Funds Available
$ 455,950 $ 83,906 $ 539,856
$ 132,669 $ 0 $ 132,669
$ 588,619 $ 83,906 $ 672,525
Prepared by: Allan Sheth, Civil Engineering Associate
Approved:
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Martin Pastucha
Director of Public Works
to
Forwarded to Council:
Rod Gould
City Manager
Reference Contract No.
9733 (CCS)