SR-06-10-2014-3FCity Council Meeting: June 10, 2014
Agenda Item: Jam®
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Award Construction Contract for Alley Renewal Project in Community
Development Block Grant (CDBG) Eligible Areas of the City
Recommended Action
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute a construction contract with
All American Asphalt, a California -based company, in an amount not to exceed
$543,944 (includes a 10% contingency) for resurfacing six alleys within
Community Development Block Grant (CDBG) eligible areas of the City.
2. Authorize the Director of Public Works to issue any necessary change orders to
complete additional work within budget authority.
Executive Summary
This alley repaving project would resurface six alleys prioritized for rehabilitation under
the City's alley inspection program conducted by Street & Fleet Services Division staff.
The alleys in this project were classified as being in poor condition under the 2011
inspection, and the planned repairs and resurfacing would restore the alleys to a
functional condition for at least 10 years. This project is eligible under the Community
Development Block Grant (CDBG). Funds would be used for alley improvements within
the grant boundaries based on the 2010 Census. In April 2014, the City solicited bids
for alley paving. After reviewing two bids received, staff recommends All American
Asphalt to complete this project in an amount not to exceed $543,944. This project
would begin in August 2014 and be completed by November 2014.
Discussion
The alley rehabilitation work consists mostly of localized reconstruction to repair
damaged pavement, followed by cold - milling and asphalt paving for the full width of the
alley. The 2300 -2500 block of 21st Court however would be fully reconstructed because
the existing pavement is in very poor condition. The following six alleys have been
identified for paving under this project:
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1. 1000 block of 5th Court (alley between 5th Street & 6th Street)
2. 1800 block of 9th Court (alley between 9th Street & 10th Street)
3. 2300 -2400 block of Hill Place North (alley between Hill Street & Oak Street)
4. 2100 block of Pearl Place South (alley south of Pearl Street)
5. 3000 -3200 block of Pico Place North (alley between Pico Blvd & Urban Ave)
6. 2300 -2500 block of 21st Court (alley between 21st Street & 22nd Street)
Contractor Selection
On April 10 and 12, 2014, the City published a Notice Inviting Bids for a CDBG funded
alley paving project in accordance with City specifications and the Federal Department
of Housing and Urban Development (HUD) requirements. The bid was posted on the
City's online bidding site and advertised in the Santa Monica Daily Press in accordance
with City Charter and Municipal Code provisions. The City Clerk's office received two
sealed bids, which were publicly opened by the Deputy City Clerk on May 7, 2014. Bid
results are as follows:
Bidder & Location
Base Bid
6 alle s
Additive Alternate Bid
2 alleys)
All American Asphalt, Corona, CA
$ 494,494
$ 62,062
Excel Paving, Long Beach, CA
$ 689,413
$ 39,900
Bids were reviewed by Public Works staff and evaluated 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.
All American Asphalt, located in Corona, CA, is recommended as the best bidder based
on the price, capability to perform the work, availability of material equipment and staff,
understanding of the project requirements and performance on previous similar
projects. Staff contacted references provided by All American Asphalt for similar
projects in the cities of Santa Clarita and Laguna Hills, which were completed in 2013,
and additional projects for the cities of Beverly Hills, Costa Mesa, Long Beach and
Santa Ana, which were completed in 2012. All reference agencies reported that work
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was completed in a timely and cost - efficient manner while maintaining consistent
quality. Staff also verified with the Contractor's State License Board that All American
Asphalt's license is current, active, and in good standing.
Construction Management and Public Outreach
Construction management and public outreach for this project would be provided by
City staff. Construction management would include inspecting the contractor's work
during construction, verifying and documenting 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, within a
perimeter of 500 feet, to immediately adjacent properties and the surrounding
community detailing the scope of the project and subsequent updates, potential impacts
including parking restrictions and temporary parking passes if appropriate, weekly
updates via the City's "Know Before You Go" (aka KBUG) website, weekly updates in
the Santa Monica Daily Press, and meetings with affected entities as necessary for
successful project implementation.
Construction Schedule
Work is anticipated to begin in August 2014 and be completed by November 2014.
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Financial Impacts & Budget Actions
The contract to be awarded to All American Asphalt is for an amount not to exceed
$543,944 (including a 10% contingency). Funds are available in the FY 2013 -14 Capital
Improvement Program budget in the following accounts:
Account No. Description Amount
0197084.589000 Alley Renewal Program $344,039
M010152.589000 Street Repair /Resurfacing $199,905
Total $543,944
Prepared by: Allan Sheth, Civil Engineering Associate
Approved:
Martin Pastucha
Director of Public Works
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Forwarded to Council:
Rod Gould
City Manager