DATE: TO: FROM: JANUARY 10, 2013 BOARD OF DIRECTORS RICHARD D. THORPE CHIEF EXECUTIVE OFFICER AUTHORIZE THE CHIEF EXECUTIVE OFFICER TO ENTER INTO A CONTRACT WITH ALL AMERICAN ASPHALT COMPANY FOR PHASE 1 CULVER CITY STATION PARKING LOT IMPROVEMENTS IN AN AMOUNT NOT-TO-EXCEED $316,467
RECOMMENDATION Authorize the Chief Executive Officer (CEO) to enter into a contract with All American Asphalt Company for Phase 1 Culver City Station Parking Lot Improvements, in an amount not-to-exceed $316,467. SUMMARY During the implementation of Phase 1, the Culver City Station parking lot was designed to be a temporary parking lot which would eventually be turned over to the City of Culver City for future development. Due to the temporary needs of the parking lot, it was sealed using a cost-effective material intended to last for the interim. However, due to the high demand for the parking lot, the sealer has been degraded in many places and is creating a dust and walking issue. The Exposition Metro Line Construction Authority (Authority) has recognized the concern and determined that it would be best to pave the parking lot with two to three inches of asphalt concrete in order to provide a smooth walking surface and minimize any possible dust pollution. A solicitation was published on October 26, 2012, and sealed bids were received on November 28, 2012. Bids were received from the following two firms: All American Asphalt Company Western Paving Contractors, Inc.
The bids submitted were reviewed to ensure that all the requirements of the solicitation were met. Based on this review, the Authority is recommending an award to the lowest responsive and responsible bidder, All American Asphalt Company, in an amount not-to-exceed $316,467. DISCUSSION The scope of work for this contract encompasses paving of the parking lot at the Culver City Station (Venice/Robertson). This work includes preparing the ground, hauling off any soil that cannot be reused, ensuring that the parking lot has fifty percent of the total parking available for patron use at all times, installing two to three inches of asphalt concrete and restriping the parking lot. On October 26, 2012, staff released the bid documents for competitive bid, which asked for the bidders to provide a cost for a base bid of 2” of asphalt and an option that would add another inch of asphalt. Authority staff received the following bids on November 28, 2012: Firm All American Asphalt Co. Western Paving Contractors Base Bid(2”) $234,567 $350,000 Option(1”add) Total Bid Price $ 81,900 $316,467 $106,000 $456,000
All American Asphalt Company submitted the apparent low bid. The offer was reviewed for compliance with the specifications and other Authority requirements. After review, staff determined that All American Asphalt Company was the lowest responsive, responsible bidder. If the Notice-to-Proceed is issued by March 1, 2013, the parking lot improvements work is expected to be Substantially Complete by June 30, 2013. FINANCIAL IMPACT This action will contribute to a higher projected Phase 1 overall project deficit. Funding will be drawn down against available funds within the Design-Build budget. NEXT STEPS If this action is approved by the Board, the CEO will execute a contract with All American Asphalt Company in an amount not-to-exceed $316,467. All American Asphalt Company will submit documents, bonds, plans, and permit applications per contract and Authority requirements. ATTACHMENT(S) None