SR 04-26-2016 3L
City Council
Report
City Council Meeting: April 26, 2016
Agenda Item: 3.L
To: Mayor and City Council
From: Martin Pastucha, Director, Public Works, Civil Engineering
Subject: Contract Modification for The Annual Paving Project FY2014-2015
Recommended Action
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute a first modification to
Construction Contract No. 10161 (CCS) in the amount of $240,000 with All
American Asphalt, Inc., a California-based company, to provide additional
services and repair additional sidewalks. This would result in a new contract
amount not to exceed $1,640,300 (includes a 10% contingency).
2. Authorize the budget changes as outlined in the Financial Impacts and Budget
Actions section of this report.
3. Authorize the Director of Public Works to issue any necessary change orders to
complete additional work within budget authority.
Executive Summary
On August 25, 2015, City Council awarded All American Asphalt a construction contract
in the amount of $1,400,300 for the Annual Paving Project FY2014-2015. The project
scope included paving, slurry sealing, striping, new curbs and gutters, and repairs to
sidewalks on various City streets. A limited quantity of sidewalks were included in the
contract because the City-wide sidewalk inspections were not completed prior to
advertising and awarding the original contract.
Staff recommends a first modification in the amount of $240,000 to the existing contract
10161 (CCS), for a total not to exceed amount of $1,640,300, with All American Asphalt,
the Annual Paving Project, to perform additional work.
Additional scope includes increasing sidewalk repairs citywide by 10,000 square feet,
repairing 3,200 square feet of decorative sidewalk in Downtown Santa Monica, and
installing 29 ADA compliant landing pads for new bus stops as part of Expo Line Bus
Stop Implementation Project.
Background
On August 25, 2015, Council approved Construction Contract No. 10161 (CCS) in an
amount not to exceed $1,400,300 with All American Asphalt, Inc. for the Annual Paving
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Project, per Attachment A.
On September 29, 2015, Council approved professional services agreement No. 10162
(CCS) with Civil Source to provide survey, design, implementation, community
outreach, and construction oversight services for the Expo Line Bus Stop
Implementation project, per Attachment B.
Discussion
Subsequent to Council award of the contract with All American Asphalt, Public Works
staff completed sidewalk inspections and issued a list of sidewalk locations citywide in
need of repair. The original contract only included 1,000 square feet of sidewalk repairs
where 10,000 square feet are actually in need of urgent repair. This would reconstruct a
large majority of Level 1 and Level 2 uplifts in the northeast and northwest quadrants of
the City currently ramped with asphalt. Staff has worked with the contractor to negotiate
a unit price lower than the bid price to complete this additional quantity.
In November 2014, the City applied for a Rubberized Pavement grant with the State of
California, Department of Resources Recycling and Recovery (CalRecycle). A grant in
the amount of $90,160 was awarded in March 2015. Grant revenues of $90,160 have
been included in the FY 2016-17 budget plan. This grant allows the City to be
reimbursed for using crumb rubber in our annual paving project. Crumb rubber is
derived from California tires and diverts additional tires from ending up in California
landfills. Grant funds must be used by April 2017 or they will lapse.
Vendor Selection
On November 2, 2015, the City published Notices Inviting Bids for the repairs of the
Downtown Santa Monica Transit Mall decorative sidewalks in accordance with City
-line bidding site and notices were
advertised in the Santa Monica Daily Press in accordance with City Charter and
Municipal Code provisions. 1380 vendors were notified, 17 vendors downloaded the bid.
Two bids were received by City Clerk on November 19, 2015, but deemed non-
responsive. One bid was received after the bid closing date and therefore rejected and
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the other bid was non-responsive since the contractor did not possess the required
license. Staff is recommending adding repairs of the Downtown Santa
Monica Transit Mall decorative sidewalks to the first modification with All American
Asphalt, as small projects, in general, do not attract the most competitive pricing. In
addition, adding this scope to All American Asphalt would expedite completion of the
repairs. Staff negotiated with All American Asphalt and received a very competitive
proposal. When comparing the proposal with cost estimates received from the two
bidders that were deemed non-responsive, the proposal from All American Asphalt is
significantly lower and would realize significant savings to the City.
The Big Blue Bus requested construction assistance for the route and service changes
associated with the Big Blue Bus Expo Integration Study. Due to time constraints, 19
bus stop improvements were constructed with the assistance of All American Asphalt.
Twenty more bus stop improvements are proposed and are to be completed by June
2016 by All American Asphalt. Improvements to each stop entails ADA concrete
landings and improving adjacent sidewalks to the latest ADA requirements.
The original contract did not allow for the installation of Bus Landing Pads or the repair
of the decorative sidewalk in Downtown.
Public Outreach
Public outreach prior to and during construction of this project will be provided by the
ement consultant as part of the construction management
effort. The outreach process would consist of public notifications on the scope of the
project, potential impacts, schedule, and periodic project updates.
Properties impacted by the project would receive two construction notices. The first
general notice will be mailed to properties immediately adjacent to the construction area
two weeks prior to the start of construction. A second three-day notice will be
subsequently hand-delivered to each adjacent property with detailed information
regarding the planned construction activity, potential impacts and contact information.
The notices will be prepared by Public Works staff and distributed by the contractor.
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Updates regarding the project will be prov
media channels.
Construction Schedule
Work is anticipated to begin in early May 2016 and be completed in late June 2016.
Financial Impacts & Budget Actions
The first contract modification to be awarded to All American Asphalt, Inc. is $240,000
for an amended contract total not to exceed $1,640,300. In addition to funds of
$149,840 available in the FY 2015-16 Capital Improvement Program budget, award of
the contract requires an appropriation of $90,160 to account number M200152.589800
to reflect use of the CalRecycle Rubberized Pavement grant funds.
The contract modification will be charged to the following accounts:
Account No. Description FY15-16
C410114.589000 Bus Stop Amenities $80,000
M010152.589000 Annual Street Resurfacing and Sidewalk Repair $69,840
M200152.589800 CalRecycle Rubberized Asphalt Grant $90,160
Total $ 240,000
Prepared By:
Hany Demitri, Civil Engineer
Approved Forwarded to Council
Attachments:
A. August 25, 2015 Staff Report
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B. September 29, 2015 Staff Report
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