SR-08-12-2014-3HCity Council Meeting: August 12, 2014
Agenda Item: .3 -H
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Award Contract for Paving Main Street Parking Lots 10 and 11
Recommended Action
Staff recommends that the City Council:
1. Award Bid #SP2237 for Paving Main Street Parking Lots 10 and 11 to PALP, Inc.
dba Excel Paving Company, a California -based company, in an amount not to
exceed $270,487 (includes 10% contingency).
2. 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 $270,487 (includes a 10% contingency) for paving Main Street Parking
Lots 10 and 11.
3. Authorize the Director of Public Works to issue any necessary change orders to
complete additional work within budget authority.
Executive Summary
This project would restore the pavement and construct other related improvements at
Main Street Parking Lots 10 and 11, located at 111 Hill Street and 170 Hollister Avenue
respectively, which serve the Main Street Business District.
In June 2014, the City solicited bids for the construction of this project. After reviewing
three bids received, staff recommends Excel Paving Company for Paving Main Street
Parking Lots 10 and 11 in an amount not to exceed $270,487.
Discussion
Staff performed a comprehensive evaluation of all City -owned surface parking lots in
2011. The pavement condition for Main Street Parking Lots 10 and 11 was identified as
fair to poor and prioritized for rehabilitation. The proposed work consists mainly of
repairing or restoring pavement sections damaged due to traffic or poor drainage,
relocating pay -by -space machines, reconfiguring pavement striping for compliance with
the Americans with Disabilities Act (ADA), removing parking meter posts no longer
E
needed under the pay -by -space system, and performing other related improvements.
Contractor Selection
On June 10 and 11, 2014, the City published Bid #SP2237 in the Santa Monica Daily
Press and on the City's online bidding site. The City Clerk's office received three sealed
bids, which were publicly opened by the Deputy City Clerk on July 8, 2014.
Bid results are as follows:
Bidder
Location
Bid Amount
Excel Paving Company
Long Beach, CA
$245,897
Griffith Company
Santa Fe Springs, CA
$307,774
Concept Consultant
Los Angeles, CA
$338,234
Bids were reviewed by Public Works staff and evaluated based on understanding of the
project's scope, price, 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 Company located in Long Beach, CA, is recommended as the best bidder
based on the evaluation criteria. The references provided by Excel Paving Company
include recently completed and on -going paving projects for the cities of Santa Monica,
Irvine, West Covina, Redondo Beach, San Gabriel, Glendale and Los Angeles. All
reference agencies reported the contractor's work was completed in a timely and cost -
efficient manner while maintaining consistent quality. The Contractors State License
Board also verified that Excel Paving Company 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
City staff. Construction management would include inspecting the contractor's work
during construction, verifying and documenting field changes and unforeseen
F)
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 distributing notifications within a perimeter of 500 feet, to
immediately adjacent properties and the surrounding community. Notifications will
include 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 groups as necessary for successful project
implementation.
Construction Schedule
Construction is scheduled to begin in October 2014 and be completed by December
2014.
Financial Impacts & Budget Actions
The contract to be awarded to Excel Paving Company is for an amount not to exceed
$270,487 (including a 10% contingency). Funds are available in the FY 2014 -15 Capital
Improvement Program budget in account M017071.589000 - Surface Parking Lot
Improvements.
Prepared by: Allan Sheth, Civil Engineering Associate
Approved:
Forwarded to Council:
AkbM _e
Martin Pastucha Rod Gould
Director of Public Works City Manager
3
Reference:
Contract No. 9946
(CCS)