TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Erick Lee, Public Works Director
Katherine Doherty, City Engineer
Gilbert Gamboa, Principal Civil Engineer
Gilbert Ramos, Senior Engineering Technician
SUBJECT:Title
Consideration of Accepting as Complete Work Performed by PALP, Inc. dba Excel Paving Co. Regarding the Cycle 1 Street Resurfacing Project (Public Works Director Lee).
ACCEPT AND AUTHORIZE
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council:
1) Formally accept as complete the PALP, Inc. dba Excel Paving Co. contract;
2) Authorize the filing of the Notice of Completion with the County Recorder; and
3) Release the retention of $71,724.82
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FISCAL IMPLICATIONS:
The construction contract for the Cycle 1 Street Resurfacing Project was awarded to PALP, Inc. dba Excel Paving (Excel Paving) for a total not to exceed $1,494,762. Excel Paving completed work on the project for the total cost of $1,434,497. Subsequent to the acceptance of the work and the filing of the Notice of Completion, the retention amount of $71,724.82 will be released to the contractor.
BACKGROUND:
The City is responsible for the repair and maintenance of over 100 linear street miles that vary in age and condition and require varying treatments periodically in order to maintain them at high standards. Based on the 2018 Pavement Management Program Report’s Pavement Condition Index (PCI) rating, staff has prioritized several low-scoring street segments to be resurfaced over the next three budget years. These street segments are in the greatest need of attention, and staff has planned to utilize the most cost-effective methods available to preserve the life of the pavements for each segment.
City Council awarded a Professional Design Services Agreement to Ardurra Group, Inc. on April 16, 2019, for the Cycle 1 Street Resurfacing Project. The scope of work entailed the preparation of plans, technical specifications, cost estimates, for appropriate resurfacing treatments for several street segments, the preparations of bidding documents, and design support services during the construction phase. Construction plans and specifications for the Cycle 1 Project were completed and advertised for bids in the fall of 2019.
On December 17, 2019, following a competitive bid process for the Cycle 1 Street Resurfacing Project, City Council awarded a construction contract to PALP, Inc. dba Excel Paving in the amount of $1,329,859 and authorized a construction contingency for additional work up to $164,903.
DISCUSSION:
The Cycle 1 Street Resurfacing Project began in September 2020 and was substantially complete in September 2021. The contractor fulfilled the remaining punch list items and change order work by December 2021.
Two change orders were necessary for this project. The first, Contract Change Order No. 1, covered additional scope to remove and reconstruct the curb and gutter, spandrel, alley approach, and concrete sidewalk.
The second, Contract Change Order No. 2, covered additional scope including the Stormwater Pollution Prevention Plan (SWPPP) Waste Discharger Identification (WDID) Fee, Caltrans Double Permit Fee, channelizers, curb and gutter, ramp/flatwork, driveway approaches, asphalt pavements, asphalt rubber hot mix, excavations, and survey topography for ramp locations.
The final value of Change Order No. 1 and 2 after deductions were $11,755.50 and $98,282.49, respectively.
Excel Paving has satisfactorily completed all work and is now requesting formal acceptance of the project. The retention will be released 35 days after the recordation of the Notice of Completion with the County Recorder. All work inspected by Quantum Quality Consulting was found to be in conformance with the plans and specifications and of good quality.
The remaining balance will be returned to the Gas Tax Unreserved Fund.
A warranty inspection, consistent with industry standards, will be conducted in the summer of 2023. Any areas observed during that warranty inspection, which require remediation, will be repaired at that time. This warranty work is included in the City’s construction contract.
PUBLIC OUTREACH:
On July 8, 2019, the Department of Public Works, Engineering Division sent a Public Notice notifying residents adjacent to the work about the commencement of the design phase of the Street Resurfacing Project and the expected construction phase of the Cycle 1 Project. Following that notification, a public meeting was held on September 9, 2019 at Marine Avenue Park to review the design plans with the residents and answer any questions they had about the project.
Excel Paving distributed construction notices to area residents and businesses, and City staff maintained regular communication with the adjacent property owners to keep them abreast of the project schedule and impacts during construction.
ENVIRONMENTAL REVIEW:
The City reviewed the proposed project for compliance with the California Environmental Quality Act (CEQA) and determined that the project qualified for a Categorical Exemption pursuant to Section 15301 Class 1 (repair and maintenance of existing public facilities, involving negligible or no expansion of use) of the State CEQA Guidelines. A Notice of Exemption was filed with the Los Angeles County Clerk’s Office for the Project.
LEGAL REVIEW:
The City Attorney has reviewed this report and determined that no additional legal analysis is necessary.
ATTACHMENT:
1. Location Map