AGENDA ITEM
TO:
HONORABLE MAYOR
AND MEMBERS OF THE CITY COUNCIL
FROM:
CARLO TOMAINO
CITY MANAGER
BY:
THOMAS BEKELE
PUBLIC WORKS DIRECTOR
SUBJECT:
title
PUBLIC WORKS CONTRACT WITH PALP, INCORPORATED, DBA EXCEL PAVING COMPANY (EXCEL PAVING) FOR THE PAVEMENT MANAGEMENT PROGRAM - CHERRY AVENUE AND JESSIE NELSON CIRCLE IMPROVEMENTS PROJECT
summary
Summary:
The City Council will consider entering into a Public Works Contract with Excel Paving for the construction of the Cherry Avenue and Jessie Nelson Circle Improvements Project. The Project includes the repair of approximately 85,000 square feet of asphalt pavement on Cherry Avenue between Hill Street and Burnett Street. The pavement repair strategies for the Project consists of street reconstruction and 2” grind and overlay, the application of approximately 13,300 square feet of Type II slurry seal coating, on Jessie Nelson Circle, and the restoration of traffic striping and markings.
Strategic Plan Goal(s):
Goal No. 4 Infrastructure: Maintain and improve the City’s physical infrastructure, water system and recreational spaces.
recommendation
Recommendations:
1. Authorize the City Manager to enter into a Public Works Contract with Excel Paving for the construction of the Cherry Avenue and Jessie Nelson Circle Improvements Project, for a term of 21 calendar days and a not-to-exceed contract amount of $321,876.60, in a form approved by the City Attorney.
2. Authorize a contingency of 10% ($32,188) and up to a 30-calendar day extension to accommodate additional scope of work and changed or unforeseen conditions, to be utilized if approved by the Public Works Director, for a total construction budget of $354,064.60.
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Fiscal Impact:
The City’s annual budget for the Fiscal Year 2023-24 Pavement Management Program (PMP) is $1,305,311. The costs and encumbrances to date total $806,364, leaving a balance of available funds totaling $498,947. The total cost of the proposed contract is $321,876.60 plus the contingency, for a total project cost of $354,064.60.
Funds are available as shown below and designated in the FY 2023-24 Capital Improvement Program Budget for Pavement Management, utilizing funding from Measure R (County), Measure M, Proposition C, and the Road Maintenance and Rehabilitation Act (RMRA). To prioritize funds with expenditure deadlines, the expenditures on this project will be allocated toward Measure R first.
Background:
The City is responsible for the ongoing maintenance of approximately 35 miles of roadway. The City Council approved the citywide Pavement Management Plan (PMP) which outlines pavement management strategies based on current conditions and the optimal long-term maintenance strategy from a cost perspective. The City Council approved the PMP on August 23, 2022. The Los Angeles County Metropolitan Transportation Authority also approved the PMP which complies with Proposition C local return guidelines.
The PMP provides recommendations for maintenance and repair strategies to maintain and improve the overall Pavement Condition Index (PCI) of City streets. The PCI measures pavement quality on a scale from 0 to 100, with 100 representing a street in the best possible condition. Generally, the PMP recommends application of slurry seal or other surface-applied products, such as high-density mineral bond (HDMB) or cape seals, on a 5-to-7-year cycle for streets in good and fair condition. This approach extends the pavement life, delaying the need for more costly grind and overlay and/or reconstruction projects. For streets in poor condition, either grind and overlay or reconstruction is necessary, depending on the extent and type of pavement failure.
Since the last PMP update, the City has undertaken both types of projects in its pavement management strategy, allocating between $1 - $1.8 million annually to gradually increase the citywide PCI. In FY 2022-2023, the Public Works Department implemented three major pavement management CIP projects utilizing the annual pavement management CIP budget. These projects comprised of two slurry seal application projects covered approximately one million square feet of City streets. The third project involved the reconstruction of approximately 26,000 square feet of Ohio Avenue from Hill Street to Skyline Drive.
For FY 2023-2024, the Public Works Department completed a pavement restoration project on Palm Drive, from Obispo Avenue to East Willow Street. The project scope included approximately 49,700 square feet of asphalt pavement repair, utilizing a combination of overlay and deep-lift reconstruction, alongside sidewalk and driveway repair and restoration of traffic striping and markings.
Analysis:
The Cherry Avenue and Jessie Nelson Circle Improvements Project is the second implementation of the Signal Hill PMP utilizing the annual pavement management CIP budget in FY 2023-2024. The project consists of improvements on Cherry Avenue between Hill and Burnett Street and Jessie Nelson Circle, the street leading to City Hall. As of the last assessment in 2022, the PCI of Cherry Avenue and Jessie Nelson Circle is 70 and 66, respectively, indicating a fair condition.
Due to heavy traffic on Cherry Avenue, some pavement sections present rutting and the overall condition has deteriorated significantly. Consequently, the proposed pavement improvements on Cherry Avenue involve a combination of approximately 85,000 square feet of 2-inch grind and overlay and street reconstruction, and restoration of traffic loops, striping, and markings. This comprehensive approach aims to effectively restore the street to a good condition. Jessie Nelson Circle, being less impacted by traffic, has maintained a fair pavement condition. Accordingly, the proposed improvements for this street will involve the application of 13,300 square feet of type II slurry seal coating along with restoration of traffic striping and markings.
These improvements will not only increase PCI conditions but would also serve as a preventive maintenance measure, anticipating the increase in traffic due to the City’s centennial activities. The recommended improvements would enhance the condition of one of the City’s major arterials, Cherry Avenue, which serve as a major thoroughfare for the public attending the City’s planned centennial events.
Bid Circulation Process
On January 25, 2024, the City posted a Notice Inviting Bids public notice locations, sent to subscribers through the City’s website, and posted on PlanetBids via the City’s online portal.
Bid Results
The table below lists the bids received by the bid due date of February 16, 2024:
Contractor Selection
Excel Paving, the lowest bidder, submitted all required documents prior to the bid closing date and time, including its hard copy bid bond. The contractor property submitted all items and documents; as such, staff determined Excel Paving to be the lowest responsive and responsible bidder.
Staff conducted reference checks on the company’s listed projects and verified that Excel Paving, along with its subcontractors, are properly licensed to perform the work under this contract. Staff recommends the award of contract to Excel Paving in the amount of $321,876.60.
Upon the City Council’s approval, staff would issue a Notice to Proceed and begin coordinating with the contractor. If approved, the construction of the project is estimated to start in March 2024; the project is anticipated to be completed in April 2024.
Reviewed for Fiscal Impact:
_________________________
Sharon del Rosario
Attachment:
A. Contract with Excel Paving