SR 04-24-2018 3E
City Council
Report
City Council Meeting: April 24, 2018
Agenda Item: 3.E
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To: Mayor and City Council
From: Susan Cline, Director, Public Works, Civil Engineering
Subject: Award Construction Contract for Edison Language Academy Safe Routes to
School Project
Recommended Action
Staff recommends that the City Council:
1. Award Bid #SP2395 to PALP Inc., dba Excel Paving Company, a California-
based company, for the Edison Language Academy Safe Routes to School
Project;
2. Authorize the City Manager to negotiate and execute a contract with PALP Inc.,
dba Excel Paving Company, in an amount not to exceed $610,468 (including a
10% contingency);
3. Authorize the Director of Public Works to issue any necessary change orders to
complete additional work within contract authority; and
4. Authorize budget changes as outlined in the Financial Impacts and B udget
Actions section of this report.
Executive Summary
The Edison Language Academy Safe Routes to School Project would enhance
pedestrian and cyclist safety and access. The project would also upgrade a stretch of
the Michigan Avenue Neighborhood Greenway (MANGo) Final Concept Plan, which
was adopted by City Council in February 2014. The project would improve the visibility
of pedestrians and cyclists at four pedestrian crossings near the Edison Language
Academy located at 2402 Virginia Avenue, via new landscaped curb extensions that
would shorten crossing distances. These changes will provide safer conditions for
students traveling to school and will encourage more walking and biking, both objectives
of the August 2015, Council identified goal to “Create a new model of mobility." Signing,
striping, and pavement markings would also be upgraded at the project locations. Staff
recommends PALP Inc., dba Excel Paving Company, to construct these improvements
in an amount not to exceed $610,468 (including a 10% contingency). The total project
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cost of $610,468 will consist of $549,421 of grant funds and $61,047 of project
readiness grant match funds.
Background
The Edison Language Academy Safe Routes to School Project is funded by a Safe
Routes to School (SRTS) grant that was competitively awarded to the City by the
California Department of Transportation (Caltrans). The original The City received a
notice to proceed from Caltrans in August 2013, and subsequently advertised for, and
selected a designer. On February 11, 2014, Council approved the adoption of the
MANGo conceptual plan which describes the community’s vision for a neighborhood
greenway that traverses the Pico Neighborhood from the Bergamot area to the beach
(Attachment A). The MANGo plan identifies four primary segments to be improved, and
this project would make improvements along the segment referred to in the plan as the
“The Neighborhood Wiggle.” This segment was selected because of its proximity to the
Edison Language Academy, which makes the project locations eligible for Safe Routes
to School grant funds. On April 12, 2016, Council approved a design contract with Alta
Planning and Design to move forward with improvements near the Edison Language
Academy (Attachment B). On February 28, 2017, Council approved the refined concept
designs (Attachment C).
Discussion
The Edison Language Academy is in the Pico neighborhood between Interstate 10 and
Pico Boulevard. Much of the MANGo corridor traverses a densely populated area that is
home to approximately 22,500 residents and significant vehicular traffic. The major
challenges facing pedestrians and cyclists within the project area include navigating the
high traffic volume on streets that surround the Edison Language Academy campus ,
and obstructed visibility from motorists at intersections due to on-street parking. The
proposed curb extensions would help to slow traffic and place pedestrians waiting to
cross the street in locations that are more visible to motorists. The improvements are
planned for:
Delaware Avenue and 22nd Street,
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Kansas Avenue (mid-block) near the Edison Language Academy,
27th Street and Kansas Avenue, and
Stewart Street and Kansas Avenue
These intersections are all part of MANGo’s “Neighborhood Wiggle” segment and would
enhance pedestrian and cyclist safety for those commuting to the Edison Language
Academy and the surrounding area.
Contractor Selection – Construction
On February 14, 2018, the City published Notices Inviting Bids for the Edison
Language Academy Safe Routes to School Project in accordance with City
specifications. The bid was posted on the City’s on -line bidding site, and notices were
advertised in the Santa Monica Daily Press in accordance with City Charter and
Municipal Code provisions. Thirty-nine vendors downloaded the bid. Two bids were
received and publicly opened on March 8, 2018:
Engineer’s Estimate: $530,000
Bids were evaluated based on the criteria in SMMC 2.24 .072, including price, previous
experience, capacity and skill, ability to deliver and provide future maintenance or
service, and compliance with City specifications. PALP Inc., dba Excel Paving
Company has completed similar projects for the City, including the Annual Paving and
Sidewalk Repair Project in Fiscal Year 2011-12 and improvements to Ocean Park
Boulevard in 2013. PALP Inc., dba Excel Paving Company has also completed similar
projects for the cities of Glendale, Whittier, Lomita, and Laguna Niguel. Staff contacted
references listed in the bid package, and all respondents reported that work performed
by PALP Inc., dba Excel Paving Company was completed according to project
requirements. Staff also verified with the Contractors State License Board that PALP
Inc., dba Excel Paving Company’s license is current, active, and in good standing.
Based on these criteria, PALP Inc., dba Excel Paving Company, the lower bidder, is
Bidder Bid Amount
All American Asphalt $698,765
PALP Inc., dba Excel Paving Company $554,971
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recommended as the best bidder for the Edison Language Academy Safe Routes to
School Project.
SRTS grant funds were programmed by Caltrans in the amount of $502,055 prior to
the City beginning the bid procurement process. Caltrans Office of Local Assistance
advised the City that additional funding would be available if necessary. Upon opening
and evaluating the bids, staff determined an additional $47,366 of SRTS funds would
be required and subsequently revised the grant finance letter accordingly. The project
funding is explained in detail below in the Financial Impacts and Budget Section.
Construction Schedule and Management
Due to vehicular circulation congestion around the Edison Language Academy during
the regular school year, construction of the project would take place during summer
break when school is not in session. Construction work would begin on or around June
12, 2018, (the first day after the school year ends) and would conclude on or around
August 17, 2018 (the last day before the new school year begins). Staff would continue
to coordinate with the Santa Monica-Malibu Unified School District (SMMUSD) before
and throughout the duration of the construction period to minimize impacts to the
surrounding community. City staff would provide construction management for this
project, which includes inspecting the contractor’s work during construction, verifying
and documenting field changes and unforeseen conditions, monitoring and mitigating
impacts due to construction activities, attending the contractor’s safety meetings,
attending periodic progress meetings, and maintaining all necessary inspection
documentation relevant to the work conducted during construction.
Public Outreach
Due to the nature of this project, staff anticipates interruptions to vehicular circulation
around the Edison Language Academy. To mitigate these tempo rary public impacts,
staff would conduct comprehensive outreach with SMMUSD, and include weekly
updates on the City’s “Know Before You Go” (KBUG) web page and in the Santa
Monica Daily Press. For work requiring temporary or partial closures to streets or
access ways and detour plans, traffic control and highly visible signs would be placed at
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key locations to notify the public. Staff would also mail notices to nearby businesses and
residents, post information on social media, and update the City’s website to inform the
community. The construction has been scheduled during summer break to minimize
impacts to students, parents, staff and the school facility. Additionally, recognizing that
there may be some activity at the school during the summer break, the co nstruction
management team will work with the school and its principal to ensure that students and
their parents are notified about the project. Following project construction, the City will
utilize an additional $30,400 in Caltrans grant funds to aid in r aising awareness about
the infrastructure changes implemented near and around Edison Language Academy
and promote a travel plan for school access.
Environmental Analysis
The project is categorically exempt from the provisions of the California
Environmental Quality Act (CEQA) pursuant to Section 15301(c) and Section
15302 of the CEQA Guidelines. Class 1 exempt projects include the "operation,
repair, maintenance, permitting, leasing, licensing, or minor alteration of existing
public or private structures, facilities, mechanical equipment, or topographical
features, involving negligible or no expansion of use beyond that existing at the
time of the lead agency’s determination." Class 2 exempt projects include the
“replacement or reconstruction of existing structures and facilities where the new
structure would be located on the same site as the structure replaced and would
have substantially the same purpose and capacity as the structure replaced.” The
project qualifies as a Class 1 and Class 2 project exempt from CEQA. In addition,
none of the exceptions specified in Section 15300.2 of CEQA Guidelines would
apply that would preclude the use of this CEQA exemption: the project site is not
located in a sensitive environment, the project would not have a signifi cant effect
on the environment, the project would not damage scenic resources, the project
would not be located on a hazardous waste site, nor would the project cause a
change to a historical resource. Therefore, this project is categorically exempt from
CEQA.
Financial Impacts and Budget Actions
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The contract to be awarded to PALP Inc., dba Excel Paving Company is for an amount
not to exceed $610,468 (including a 10% contingency). Funds are available in the FY
2017-18 Capital Improvement Program (CIP) budget in the following accounts:
Account No. Description FY 2017-18
C209102.589000 Edison Language Academy Safe Routes $ 502,055
C014073.589000 Bicycle Project Readiness & Grant Match $ 36,748
C459094.589000 Pedestrian Action Plan Implementation
Readiness & Grant Match
$ 24,299
Total Funds Available $ 563,102
Award of this construction contract will require the following budget changes:
1. Increase revenue budget at account 20267.404041 to receive additional grant
funds in the amount of $47,366.
2. Increase expenditure budget at account C209102.589000 in the amount of
$47,366 to reflect receipt of the additional Caltrans Edison Safe Routes to
School grant funds. This will increase the grant amount to $549,421.
The total project cost of $610,468 will consist of $549,421 of grant funds and
$61,047 of project readiness grant match funds.
Prepared By: Joshua Carvalho, Civil Engineer
Approved
Forwarded to Council
Attachments:
A. February 11, 2014 Staff Report (Web Link)
B. April 12, 2016 Staff Report (Web Link)
C. February 28, 2017 Staff Report (Web Link)
D. Oaks Initiative Form (Excel Paving)
i'J.'l.P. J!l-iC.DBA E»;B. PA\1NG COMMNY Bidder's Name: ____________ (enter on each bid form page)
CITY OF SANTA MONICA OAKS lNITIATIVE DISCLOSURE FORM
In order to facilitate compliance with the requirements of the Oaks lnitiative, the City compil.es and
maintains certain information. That information includes the name of any person or persons who is
seeking a "public benefit." If the "public benefit'' is sought by an entity, rather than an individual
person, the information includes the name of every person who is: (a) trustee, (b) director, (c)
partner, (d) officer, or has (e) more than a ten percent interest in the entity.
Public benefits include:
1.Personal services contracts in excess of $25,000 over any 12-month period;
2.Sale of material, equipment or supplies to the City in excess of $25,000 over a 12-month
period;
3.Purchase, sale or lease of real propertyto orfrom the City in excess of$25,000 over a 12-
month period;
4.Non-competitive franchise awards with gross revenue of $50,000 or more in any 12-month
period;
5.Land use variance, special use permit, or other exception to an established land use plan,
where the decision has a value in excess of $25,000;
6.Tax "abatement, ex�ption, or benefit" of a value in excess of $5,000 in any 12-month period;
or
7.Payment of "cash or specie" of a net value to the recipient of $10,000 in any 12-month
period.
Name(s) of persons or entities receivjng public benefit:
Palp Inc. DBA EXCEL PAVING CO.
Name(s) of trustees, directors, partners, and officers:
Curtis P. Brown Ill Pl\!1illH1tll �MR Chli>f llllll6Ulillfl flfficeF
David A. Orukkcr Vice Prusldent and Chief Financial Officer
Marcia S. Miller Secretary
Michele E. Orakulich Assistant Secretary
Name(s) of persons w�th more than a 10% equity, participation, or revenue interest:
Curtis P. Brown 111
Curtis P. Brown 111 President
Prepared by .........., ......... "'.!,ll!"n'-"t,__ ___________ Title:----------
Email:
Bid/PO/Contract# _________ _
Bid Form-October 2017
Phone: (562)599-53� 1
Permit# _________ _
401 age
REFERENCE:
Agreement No. 10663
(CCS)