AGENDA REPORT
Meeting Date: August 20, 2024
Item Number:
To: Honorable Mayor & City Council
From: Daren Grilley, Assistant Director of Public Works/City Engineer Robert Sahagun, Street Services Manager
Audrey Wright, Management Analyst
Subject: AWARD OF A CONTRACT TO PAVECO CONSTRUCTION, INC.
FOR THE BEVERLY HILLS SIDEWALK RESTORATION
PROJECT PHASE I WITHIN THE CITY OF BEVERLY HILLS,
CALIFORNIA, IN THE AMOUNT OF $138,351; AND
APPROVAL OF THE PLANS AND SPECIFICATIONS THEREFOR
WITH RESPECT TO DESIGN CRITERIA; AND
APPROVAL OF A PURCHASE ORDER IN THE AMOUNT OF
$172,940 (INCLUDING A 25% CONTINGENCY) TO PAVECO
CONSTRUCTION, INC., FOR THE PROJECT; AND
PURSUANT TO THE PROVISIONS OF THE CALIFORNIA
ENVIRONMENTAL QUALITY ACT (CEQA), CITY COUNCIL WILL
ALSO CONSIDER FINDING THE PROJECT CATEGORICALLY
EXEMPT FROM FURTHER REVIEW UNDER CEQA
Attachments: 1. Agreement with Paveco Construction, Inc.
2. Categorial Exemption
RECOMMENDATION
Staff recommends City Council approve the award of a contract to the lowest responsible bidder, Paveco Construction, Inc., for the Beverly Hills Sidewalk Restoration Project Phase I in the amount of $138,351; approve a construction contingency of 25% (for a total not to exceed amount of $172,940); approve the issuance of a purchase order to Paveco Construction, Inc., in the amount of $172,940; and find the project to be categorically exempt from further review under CEQA.
Meeting Date: August 20, 2024
INTRODUCTION
The City of Beverly Hills maintains an extensive sidewalk network spanning over 200 linear miles. As a critical component of the City's risk management strategy, the Public Works Department conducts regular inspections and repairs to ensure pedestrian safety.
However, sidewalks inevitably deteriorate over time, necessitating ongoing maintenance to preserve their safety and functionality. These comprehensive sidewalk improvements are essential to maintain a safe, accessible, and well-maintained urban environment for residents and visitors alike.
DISCUSSION
Currently, the City faces the need for sidewalk removal and reconstruction at various locations throughout Beverly Hills. This necessity stems from several factors. Foremost is the mitigation of trip and fall hazards caused by aging infrastructure. Additionally, damage from tree root expansion and issues arising from ground settlement require attention. The City must also address the limitations of previous repair methods, such as flat cutting of offsets, which are no longer feasible due to insufficient remaining concrete in many areas.
The City utilized its California Uniform Public Construction Cost Accounting Act (CUPCCAA) approved contractor list to solicit bids for this project. CUPCCAA allows public agencies to use alternative, streamlined bidding procedures for public works contracts. The process involves prequalifying contractors according to State of California guidelines and creating a list of contractors eligible to bid on public works projects.
Through the CUPCCAA process, the City has established an approved contractor list comprising 320 contractors across various trades and license types. For this specific project, on July 18, 2024, the City sent bid invitations via email to 62 contractors from this list who hold either a General Engineering (A) license or an Earthwork and Paving (C-12) license, as these qualifications are most relevant to the project scope.
On July 29, 2024, four (4) bids were received, and the bid results were as follows:
Paveco Construction, Inc.: $138,351.00
Gentry General Engineering, Inc.: $146,035.00
PALP, Inc. DBA Excel Paving Co.: $403,416.00
Landscape Support Services: $687,470.00
This project adhered to formal bidding procedures due to its estimated cost and nature of work. The City chose to use the CUPCCAA process to ensure a competitive bidding environment while also leveraging pre-qualified contractors.
Paveco Construction, Inc. emerged as the lowest responsible bidder for this project. Their bid not only offered competitive pricing but also aligned with the City's expectations based on their successful completion of similar projects for Beverly Hills in the past. This combination of factors – competitive pricing and a proven track record – makes Paveco Construction, Inc. a suitable choice for the Beverly Hills Sidewalk Restoration Project Phase I.
ENVIRONMENTAL ASSESSMENT
The Beverly Hills Sidewalk Restoration Project Phase I has been evaluated in accordance with the California Environmental Quality Act (CEQA), State CEQA Guidelines, and City environmental regulations. Following review by the Public Works Department, the project Meeting Date: August 20, 2024
qualifies for a Class 1 Categorical Exemption (Existing Facilities) under CEQA Guidelines Section 15301(c). This exemption applies to maintenance or minor alterations of existing public facilities involving negligible or no expansion of use. As the project involves repairing existing sidewalks without expanding their footprint or changing their function, it is recommended that City Council find the project exempt from further CEQA review.
FISCAL IMPACT
A construction contingency allowance in the amount of $34,589.00 (approximately 25%) has been included in the total purchase order amount of $172,940.00. Any change orders that require expenditures from this allowance shall be made only upon written request in accordance with the Beverly Hills Municipal Code §3-3-111 regarding change orders.
Funds for this project are budgeted in the Fiscal Year 2024/25 Capital Improvement Program as follows:
Shana Epstein,
Director of Public Works
Approved By
ACCOUNT NUMBER FUND DESCRIPTION AMOUNT
60012402-850000-00195 Street and Sidewalk Improvements $172,940 TOTAL $172,940
Attachment 1
AGREEMENT
THIS AGREEMENT, made and entered into this _20th day of _August, 2024, by and between the CITY OF BEVERLY HILLS, a municipal corporation, hereinafter referred to as “City,” and Paveco Construction, Inc.
5049 Bleecker Street
Baldwin Park, CA 91706
hereinafter referred to as “Contractor,”
W I T N E S S E T H
In this consideration of their covenants the parties hereto agree as follows:
1. Contractor shall furnish all labor, materials and equipment necessary to perform the following work in the City of Beverly Hills, California, strictly in accordance with the Notice to Proposers, Proposal Form, Specifications for such improvement, Standard Contractual Requirements and inclusive of Addendums, each of which documents are made a part of this Contract as though fully set forth herein:
BEVERLY HILLS SIDEWALK RESTORATION PROJECT PHASE I
2. In consideration of such work City agrees to pay Contractor and Contractor agrees to accept the sum of One Hundred Thirty-Eight Thousand Three Hundred Fifty-One Dollars and No Cents ($138,351.00) in the manner provided in subject Specifications and subject to adjustment provided therein.
3. Concurrently with the execution of this Contract, Contractor shall file with the City the bonds and certificates of insurance specified in said Standard Contractual Requirements.
4. This Contract shall not be assigned without the written permission of the Public Works Department.
IN WITNESS WHEREOF, the parties hereto have executed this instrument the day and year first above written.
ATTEST:
____________________________________________
HUMA AHMED, City Clerk
APPROVED AS TO CONTENT:
____________________________________________
NANCY HUNT-COFFEY, City Manager
____________________________________________
SHARON L’HEUREUX DRESSEL, Risk Manager
CITY OF BEVERLY HILLS, CALIFORNIA
A municipal corporation
____________________________________________
LESTER J. FRIEDMAN, Mayor
CONTRACTOR: PAVECO CONSTRUCTION, INC.
____________________________________________
____________________________________________
____________________________________________
SHANA EPSTEIN, Director of Public Works
____________________________________________
DAREN GRILLEY, Assistant Director of Public Works/
City Engineer
____________________________________________
ANTHONY RODSTEIN, Purchasing Services Manager
APPROVED AS TO FORM:
____________________________________________
LAURENCE S. WIENER, City Attorney
FUNDS AVAILABLE:
____________________________________________
JEFF S. MUIR, Director of Finance
Attachment 2
□
Notice of Exemption Appendix E
To: Office of Planning and Research
P.O. Box 3044, Room 113
Sacramento, CA 95812-3044
From: (Public Agency): City of Beverly HUis- Public Works Department 345 Foothill Rd
County Clerk Beverly Hills, CA 90210
County of: Los Angeles
12400 ll'nflOl!al Highway
Norwalk, CA 90650
Project Title: Beverly Hills Sidewalk Restoration Project Phase I Project Applicant: City of Beverly Hills
Project Location - Specific:
Various Locations Citywide
(Address)
Project Location - City: Beverly Hills Project Location - County: Los Angeles Description of Nature, Purpose and Beneficiaries of Project:
The work includes the replacement of damaged concrete sidewalks.
Name of Public Agency Approving Project: _C_it_y_o_f_B_e_ve_rl_y_H_i_lls _____________ _ Name of Person or Agency Carrying Out Project: _C_ity_o_f_B_e_v_er_ly_H_ill_s ____________ _ Exempt Status: (check one):
D Ministerial (Sec. 21080(b)(1); 15268);
D Declared Emergency (Sec. 21080(b)(3); 15269(a));
D Emergency Project (Sec. 21080(b)(4); 15269(b)(c});
[!] Categorical Exemption. State type and section number: Class 15301 Existing Facilities; (c) □ Statutory Exemptions. State code number: __________________ _ Reasons why project is exempt:
The project will remove and replace existing damaged sidewalks. These repairs will not significantly alter or expand the use of the sidewalk areas.
Lead Agency
Contact Person: Robert Sahagun Area Code/Telephone/Extension: 310-285-2485 If filed by applicant:
1 . Attach certified cum nt of exemption finding.
2. Has a Noti f e ption been filed by the public agency approving the project? Yes No Signature: ~~~f::::.~::::~===:::::::::::-J.Jate· 8/20/2024 Title: Street Services Manager • Signed by Lead Agency Signed by Applicant
Authority cited: Sections 21083 and 21110, Public Resources Code.
Reference: Sections 21108, 21152, and 21152.1, Public Resources Code.
Date Received for filing at CPR: ____ _
Revised 2011