Item CC/RA-1

Council Meeting: October 5, 1999 Santa Monica, California

TO: Mayor and City Council

Chairperson and Redevelopment Agency

FROM: City and Redevelopment Staff

SUBJECT: Recommendation for the City Council to: 1) Award a Contract for the 1998-99 Street Resurfacing Project and Pico Boulevard Crosswalk Improvements to PALP, Inc. (DBA Excel Paving Company); 2) Authorize the City Manager to Negotiate and Execute a Contract with Construction Management Inspection for Construction Management of the 1998-99 Street Resurfacing Project; and 3) Authorize the City Manager to Execute the Third Amendment to the Reimbursement Agreement for the Commercial Streetscape Program. Recommendation for the Redevelopment Agency to: 1) Authorize the Executive Director to Execute a Contract with PALP, Inc.; and 2) Authorize the Executive Director to Execute the Third Amendment to the Reimbursement Agreement for the Commercial Streetscape Program.

Introduction

This report recommends that the City Council take the following actions: 1) Award a contract for the construction of the 1998-99 Street Resurfacing Project and Pico Boulevard Crosswalk Improvements to PALP Inc. (DBA Excel Paving Company), the lowest responsible bidder, in the amount of $5,145,682; 2) Authorize the City Manager to negotiate and execute a construction management contract with Construction Management Inspection (CMI) in the amount of $155,000 (including contingency) for the 1998-99 Street Resurfacing Project; and 3) Authorize the City Manager to execute the Third Amendment to the Reimbursement Agreement for the Commercial Streetscape Program between the City and the Redevelopment Agency. This report also recommends that the Redevelopment Agency take the following actions: 1) Authorize the Executive Director to negotiate and execute a contract with PALP, Inc. (DBA Excel Paving Company) for the Pico Boulevard Crosswalk Improvements; and 2) Authorize the Executive Director to execute the Third Amendment to the Reimbursement Agreement for the Commercial Streetscape Program between the City and the Redevelopment Agency.

Background

Each fiscal year, the City Council authorizes the implementation of a one-year program of street improvements identified during inspections and ranked according to road condition in the Pavement Management System. Work to be completed includes street resurfacing; slurry sealing; repairs to curbs, gutters, new curb ramps; and installing concrete bus pads. The Pavement Management System has been required since 1989 to qualify for Federal funding and is updated periodically. During the annual on-site inspection of these priority locations, staff further evaluates streets for type and schedule of repair by age, surface and subsurface conditions, complaints received from the public, type of use (i.e., commercial, industrial or residential), current traffic volume, and projected change of use or volume. Every effort is made to repair and recycle existing pavement rather than unnecessarily incur the expense of total pavement replacement. The streets to be resurfaced are listed in Attachment "A".

In January 1999 Council approved crosswalk improvements along Pico Boulevard. Council also authorized staff to negotiate and execute a change order with Valley Crest, the construction contractor for the Pico Streetscape Project to carry out the improvements. The negotiated cost from Valley Crest exceeded the project budget. Therefore, staff identified the portion of the work that was integrally connected with the Pico Streetscape construction work and authorized Valley Crest to proceed with only those elements. The remainder of the Pico Crosswalk Project was competitively bid as part of the 1989-99 Street Resurfacing bid package, with the expectation that competitive bidding would produce a lower cost.

Prior to issuing the bid package, staff evaluated the major elements of the project to ensure the project costs were aligned with the project budget. During this evaluation and based on the Valley Crest bid, staff determined the cost of installing pavers would significantly exceed the project budget. Alternative materials were evaluated with the objective of enhancing the crosswalks, yet staying within the project budget. Stamped colored asphalt was examined and tested. The bid package for the project asked for estimates for both concrete pavers and for stamped colored asphalt. Both options exceeded the project budget ($175,000 and $832,000, respectively). Staff recommends using stamped colored asphalt because

Stamped colored asphalt has a similar design effect to the pavers;

Stamped colored asphalt is easy to clean which will preserve the original color content. Concrete pavers are difficult to clean and road wear will darken the light colored pavers, eventually eliminating the color content;

Stamped colored asphalt is easier to repair during routine street maintenance; and

Stamped colored asphalt is easier to install, thereby causing less traffic disruption during construction and maintenance.

If Council's direction is to retain the original concrete paving treatment for crosswalks, funding must be appropriated.

In order to minimize the duration of construction along Pico Boulevard, the Street Resurfacing/Pico Boulevard Crosswalk Improvements bid package specified a time frame which should result in the completion of the Pico Boulevard Resurfacing and Crosswalk Improvements within 4–5 months from the contractor receiving a notice to proceed.

The Notice Inviting Bids was published in The Argonaut on July 29, 1999 and August 5, 1999. A Notice Inviting Bids, along with the plans and specifications, was also submitted to six construction journals, and was sent to six women/minority business enterprise (WMBE) associations. Twenty-four contractors requested bid packages. The City Clerk's Office received five sealed bids that were publicly opened and read aloud on September 1, 1999, by the Deputy City Clerk. The bid results, including the stamped asphalt alternative were as follows:

1. Excel Paving Company $ 5,145,681.50

2. Los Angeles Engineering, Inc. $ 5,308,542.70

3. Silvia Construction, Inc. $ 5,342,831.20

4. Sully-Miller Contracting Company $ 5,393,993.20

5. Valley Crest $ 5,588,661.20

City Engineer's Estimate $ 5,380,000.00

Excel Paving Company supplied the City with a list of recent similar projects. City staff contacted representatives from the City of Culver City, the County of Los Angeles and the City of Long Beach. Projects for those organizations include Sepulveda Boulevard Resurfacing, Foothill Boulevard Resurfacing, and 2^nd Street Resurfacing, respectively. All responding references reported that the Contractor’s work was very good. Excel Paving Company is just beginning construction on the 1997-98 federally-funded Resurfacing Project No. 2 and has also completed similar projects for the City of Santa Monica. Their work for the City has been very good. The State Contractors’ License Board verified that the Contractor’s license is current, active, and in good standing.

A Request for Qualifications for construction management was issued on July 22, 1999. A committee of Environment and Public Works Management Department staff interviewed three firms. Selection criteria included previous experience, qualifications of staff, ability to meet tight time schedules and availability of staff.

The Review Committee recommends the firm of Construction Management Inspection (CMI) for the construction management services contract for the Street Resurfacing Project. The work includes overseeing the contractor during construction to ensure the contractor conforms with plans and specifications, monitoring traffic control and detour plans, reviewing change order requests, and providing information to the contractor on an as-needed basis. Construction Management Inspection's past performance on similar projects completed for the City has been very good.

The total construction contract amount of $5,700,000, including contingency, is allocated between the Street Resurfacing Project and the Pico Boulevard Crosswalk Improvement Project as follows:

1989/99 Street Resurfacing Project

Contract Amount $4,230,082

Contingency $ 418,918

Total $ 4,649,000

Pico Boulevard Crosswalk Improvements

Contract Amount $ 915,600

Contingency $ 135,400

Total $1,051,000

Construction Management

Contract Amount $130,000

Contingency $ 25,000

Total $155,000

Construction funding is available in the following accounts:

Funding for the construction management services is available in CIP account:

C01015299.589000 $130,000 $25,000 $155,000

Staff recommends that the City Council:

Award a contract for the construction of the 1998-99 Street Resurfacing Project and Pico Boulevard Crosswalks to PALP Inc. (DBA Excel Paving Company), the lowest responsible bidder, in the amount of $5,145,682;

Authorize the City Manager to negotiate and execute a professional services contract with Construction Management Inspection (CMI) in an amount not to exceed $155,000 (including contingency) for construction management of the 1998-99 Street Resurfacing Project;

Authorize the City Manager to negotiate and execute the Third Amendment to the Reimbursement Agreement for the Commercial Streetscape Program; and

Authorize the City Engineer to issue any necessary change orders to complete additional work within budget authority.

Staff recommends that the Redevelopment Agency:

1. Authorize the Executive Director to execute a contract with PALP, Inc. (DBA Excel Paving Company) for the Pico Boulevard Crosswalk Improvements; and

Authorize the Executive Director to execute the Third Amendment to the Reimbursement Agreement for the Commercial Streetscape Program.

Attachment A – List of Streets To Be Resurfaced

Prepared by:
Craig Perkins, Director of Environmental and Public Works Management
Suzanne Frick, Director of Planning & Community Development
Anthony Antich, P.E., City Engineer
Ellen Gelbard, Deputy Director of Planning & Community Development
Jeff Mathieu, Director of Resource Management
Tina Rodriguez, Redevelopment Administrator