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SR 02-26-2019 3D City Council Report City Council Meeting: February 26, 2019 Agenda Item: 3.D 1 of 6 To: Mayor and City Council From: Susan Cline, Director, Public Works, Civil Engineering Subject: Award Bid for FY 2018-19 Annual Paving and Sidewalk Repair Program, SNAP Chat Parking Lot & Beach Parking Lot 5S Improvements, Expo Line Bus Pads (4 locations), and 18th Street Bike Path Connection, SP2477 Recommended Action Staff recommends that the City Council: 1. Award Bid #SP2477 to Palp, Inc. dba Excel Paving Company, a California-based company, to provide construction services for FY 2018-19 Annual Paving and Sidewalk Repair Program, SNAP Chat Parking Lot & Beach Parking Lot 5S Improvements, Expo Line Bus Pad installations (four locations), and 18th Street Bike Path Connection Project (“FY 2018-19 Annual Paving Improvements Project”) for the Public Works Department; 2. Authorize the City Manager to negotiate and execute a contract with Palp, Inc. dba Excel Paving Company, in an amount not to exceed $4,390,000 (including a 10% contingency); 3. Authorize the Director of Public Works to issue any necessary change or ders to complete additional work within contract authority. Summary The FY 2018-19 Annual Paving Improvements Project would enable staff to maintain high-functioning City streets and parking lots, install bus pads at four bus stops, and add a connection to the Expo Bike Path at 18th Street just north of Olympic Boulevard. Staff seek to contract with Excel Paving for asphalt paving and slurry sealing, installation of concrete bus pads as well as installation of a concrete bikeway and walkway connection to the Expo Bike Path. Discussion This project would implement the following types of paving improvements on various City streets and in parking lots to repair, rehabilitate, and reconstruct existing pavement as necessitated by its present condition: 2 of 6  Repairs would fix moderate to severe cracking in localized areas and eliminate pot holes.  Rehabilitation efforts would grind and overlay the existing pavement surface to restore pavement, improving performance and functionality.  Reconstruction would include complete rebuilds of pavement sections that suffer from major failures in the pavement or base structural sections.  New concrete pavement would be installed at the Expo Bike Path connector along 18th Street and at four bus stops. The Project would repair nearly six centerline miles of the City’s streets at the following locations:  7th St between Palisades Avenue and Wilshire Boulevard  Lincoln Boulevard between San Vicente Boulevard and Wilshire Boulevard  17th Street between Marguerita Avenue and Wilshire Boulevard  San Vicente Boulevard between 16th Street and 26th Street  Broadway Avenue between 16th Street and 21st Street  23rd Street between Arizona Avenue and Broadway Avenue  Cloverfield Boulevard between Santa Monica Boulevard and Olympic Boulevard  26th Street between Montana Avenue and Broadway Avenue  Stanford Street between Montana Avenue and Wilshire Boulevard and between Santa Monica Boulevard and Colorado Avenue Parking lot paving would occur at Beach Parking Lot 5S (2600 Barnard Way), and at the Santa Monica Airport’s 2800 Donald Douglas Loop North parking lot, where many SNAP Inc. employees park. Beach Parking Lot 5S displays an overall fair to poor condition and reveals heavy cracking, rutting and raveling. The recommended pavement improvement method is Full Depth Reclamation (FDR) which aims to pulverize and crush the asphalt pavement and base in its present location, blends the materials with a stabilized agent and recompacts the material to provide a newly formed pavement section to support a 20-year design life. The Airport Parking Lot primarily used by lessee SNAP displays an overall good to poor condition and reveals localized 3 of 6 areas with cracking, flushing and raveling. The recommended pavement improvement method is cold-mill and asphalt overlay with localized full-depth repairs affected with major cracking, flushing or raveling. New concrete pavement would be constructed at the Expo Bike Path connection at the end of 18th Street just north of Olympic Boulevard and at four bus stops located at: northbound Main Street near Civic Auditorium; eastbound and westbound Pico Boulevard near Lincoln Boulevard; and southbound Lincoln Boulevard near Pico Boulevard. The installation of bus pads at these bus stops would provide suitable structural pavement sections for heavily traveled bus routes. The connection at the end of 18th Street would create an additional north/south connector to the Expo Bike Path between 17th and 19th Streets. Vendor Selection – Construction Bid Data - Construction 4 of 6 Construction Management Construction management and inspection services for this project would be provided by City staff. These services would include:  inspecting the contractor's work during construction  ensuring that the construction adheres to project design plans and specifications  tracking construction quantities, verifying and documenting field changes and unforeseen conditions  reviewing and approving contractor invoices  tracking the project budget  monitoring and mitigating impacts resulting from construction activities Bid Posting Date Bid Posted On Bid Advertised In (City Charter & Municipal Code) # of Vendors Downloaded # of Submittals Received Date Publicly Opened 10/31/2018 City's Online Bidding Site Santa Monica Daily Press 55 4 12/12/20 18 Submittals Received Selection Criteria Palp, Inc. dba Excel Paving Company $3,987,565.00 Municipal Code SMMC 2.24.072 Sully-Miller Contracting Company $4,047,000.00 Evaluation Criteria Price, previous experience, ability to deliver, quality of product, and compliance with City specifications. Griffith Company $4,398,128.75 All American Asphalt $4,717,680.65 Best and Lowest Bidder Palp, Inc. dba Excel Paving Company Engineer’s Estimate $3,489,328.50 Best Bidder Justification Bids were evaluated based on the criteria in SMMC 2.24.072, including price, previous experience, ability to deliver a quality work product and compliance with City specifications. Palp, Inc. dba Excel Paving Company has completed numerous similar paving projects for various agencies throughout the United States. Locally, Palp, Inc. dba Excel Paving Company has provided paving services for the cities of Ontario, Burbank, Compton, Whittier, Glendale, Commerce, San Clemente, Redondo Beach, Walnut, Lomita and Santa Monica. Staff contacted the reference cities, and respondents reported satisfaction with the company’s performance. Palp, Inc. dba Excel Paving Company offered the lowest bid mainly because their unit price costs for paving improvements were lower than other bidders. 5 of 6  preparing daily reports  attending the contractor's safety meetings  attending progress meetings  maintaining all necessary inspection documentation relevant to the work conducted during construction Public Outreach City staff would distribute notifications during construction to adjacent properties and surrounding neighborhoods regarding the scope of the project, potential impacts, and the project schedule, with additional periodic updates. Financial Impacts and Budget Actions Staff seeks authority to award a construction contract to Palp, Inc. dba Excel Paving Company, a California-based company, to provide construction services for the FY 2018-19 Annual Paving Improvements Project. Funds are available in the Fiscal Year 2018-19 Capital Improvement Program budget in the accounts below. Contract Request - Construction Request Amount FY 2018-19 Budget CIP Account # Total Contract Amount $736,707.61 C1104660.689000 – Beach Parking Lot Improvements $736,707.61 $251,158.61 C0104600.689000 – Annual Paving and Sidewalk Repair $251,158.61 $341,000.00 C5704700.689000 – Airport Administration Parking $341,000.00 $350,000.00 C2604600.689000 – Street Repair/Resurfacing $350,000.00 $529,075.00 C2604600.689610 – FY17/18 RMRA Street Repair $529,075.00 $154,235.95 C5004600.689000 – Annual Street/Parking Lot $154,235.95 $154,522.83 C5104600.689000 – Annual Street/Parking Lot $154,522.83 $1,873,300.00 C2704600.689130 – Annual Paving/Sidewalk Repair–Prop C $1,873,300.00 Total Construction (including 10% contingency) $4,390,000.00 6 of 6 Prepared By: Joshua Carvalho, Civil Engineer Approved Forwarded to Council Attachments: A. Excel Paving Oaks Initiative Disclosure Form REFERENCE: Contract No. 10809 (CCS)