City Council
Report
City Council Meeting: April 22, 2025
Agenda Item: 4.I
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To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Engineering and Street Services
Subject: Award Bid SP2699 and Construction Contract to Excel Paving Company and RFP SP2699-CM and Construction Management Contract to Transtech Engineers, Inc. for the FY 2024-25 Annual Paving Project Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of Categorical Exemption pursuant to Section 15301 of the California Environmental Quality Act (CEQA) Guidelines;
2. Award Bid #SP2699 to PALP Inc. dba Excel Paving Company for the FY 2024-25 Annual Paving Project for the Public Works Department;
3. Authorize the City Manager to negotiate and execute a contract with PALP Inc., dba Excel Paving Company, in an amount not to exceed $10,289,865 (including a $1,342,155 contingency);
4. Award Request for Proposals (RFP) #SP2699-CM to Transtech Engineers, Inc. to provide construction management and observation services for the FY 2024- 25 Annual Paving Project for the Public Works Department; and
5. Authorize the City Manager to negotiate and execute a contract with Transtech Engineers, Inc. in an amount not to exceed $463,750.
Summary
The City of Santa Monica is undertaking multiple infrastructure projects, as part of the FY 2024-25 Annual Paving Project (Project), to enhance roadway pavement, add protected bike lanes, and improve stormwater management. Pavement improvement locations include a protected bikeway on Colorado Avenue, California Avenue, Expo/Metro Bikeway, and alleys which aim to enhance bicycle and pedestrian experience, improve roadway surfaces, and support multimodal transportation. The Project’s drainage improvements include infrastructure upgrades along California 2 of 9
Avenue and 17th Street to improve drainage. These initiatives are necessary to further adequately maintain existing facilities and infrastructure within the city and to align with the City’s strategic priorities of Clean Streets and Safe Neighborhoods. Staff recommends PALP Inc., dba Excel Paving Company, to provide construction services in an amount not to exceed $10,289,865 (including 15% contingency). Staff also recommends Transtech Engineers, Inc. to provide construction management and observation services for the Project in an amount not to exceed $463,750.
Discussion
Paving Improvements:
The Project would focus on enhancing roadway surfaces, improving bicycle and pedestrian infrastructure, and ensuring long-term durability. Specific improvements include:
• Colorado Avenue Protected Bikeway - Establish a one-way, westbound protected bike lane from 17th Street to 4th Court, improving connectivity to existing bikeways and public transit hubs.
• California Avenue - Reconstruct California Avenue from Ocean Avenue to 7th Street to address root damage from existing trees, enhance roadway conditions, and support sustainable tree replacement efforts in alignment with the Urban Forest Master Plan (Attachment A). To balance street repairs with tree preservation, a phased tree replacement approach would be implemented. The first phase would remove approximately 19 trees and install new replacements while widening the median for long-term tree health. Once established, about 21 additional trees would be replaced with three new species approved by the Urban Forest Task Force.
• Metro/Expo Bikeway Improvements - Repairs to the bike path along Olympic Boulevard, repairing sidewalks and pavement while adding new striping and signage for better visibility and navigation.
• Alley Pavement Improvement - Resurfacing and reconstruction work at Berkeley Court between Pennsylvania Avenue and Nebraska Avenue and 12th Court 3 of 9
between Santa Monica Boulevard and Broadway to improve safety and accessibility.
Drainage Improvements:
The Project would mitigate ponding, improve stormwater management, and enhance public safety. This portion of the Project would install vegetated stormwater curb extensions, storm drainpipes, and related infrastructure at key locations, including:
• 10th Street between Colorado Avenue and Broadway,
• 26th Street between Santa Monica Boulevard and Arizona Avenue, • 4th & 5th Streets between Idaho and California Avenue, • Address water accumulation on 17th Street between Delaware Avenue and the I10 freeway, ensuring a safer and more reliable route for pedestrians and cyclists. • Stormwater infrastructure enhancements along California Avenue would reduce ponding risks and improve drainage efficiency between 4th and 5th Streets.
These improvements align with the City’s strategic priorities of Clean Streets and Safe Neighborhoods as part of water management and improved streetscape functionality.
Construction Management and Observation Services:
The recommended firm would provide construction management and observation services for the Project. The firm would be responsible for conducting weekly progress meetings, reviewing contractor material submittals, and observing the work of the construction contractor to ensure construction adheres to project design plans and specifications, answering contractor questions in the field, verifying contractor invoices, preparing daily reports, capturing and maintaining progress photos, coordinating work with various City departments, distributing construction notifications, and addressing questions or concerns from the public. With a significant number of City projects currently in construction, City staff does not have the capacity to inspect and manage the construction of this large-scale, multi-faceted project, which requires fulltime oversight. 4 of 9
Vendor Selection
Construction Services
Bidder Recommendation
Best Bidder PALP Inc. dba Excel Paving Company
Evaluation
Criteria
Price; the ability, capacity, and skill of the bidder to perform the services; the capacity of the bidder to perform the contract within the time specified; the sufficiency of the bidder’s financial resources; the reputation and experience of the bidder.
Municipal Code SMMC 2.24.180
Bid Data
Date
Posted
Posted On Advertise In
(City Charter
& SMMC)
Vendors
Downloaded
Submittals
Received
Date
Publicly
Opened
02/06/2025 City's Online
Bidding Site
Santa Monica
Daily Press
65 2 03/05/2025
Best Bidder Justification
The evaluation team included members from Public Works Engineering and the Street Services Project Development Group. Staff recommends PALP Inc., dba Excel Paving Company, the lowest bidder, as the best bidder when evaluating bid price, previous paving project experience, and completion of past projects for the City of Santa Monica.
Construction Management and Observation Services
RFQual – Prequalified Short-List
Submittals Received
PALP Inc. dba Excel Paving Company $8,947,710
Sully Miller Contracting Company $9,813,783
Pre-Qualified Firms
Accenture Infrastructure & Capital Projects Maestro Development Albert A. Webb Associates MNS Engineers, Inc.
Arcadis U.S., Inc. P2S LP
Berg & Associates, Inc. Psomas
Cannon Corporation Southstar Engineering & Consulting, Inc.
Cumming Management Group, Inc Transtech Engineers, Inc.
Dewberry Design-Builders Inc. Vanir Construction Management, Inc.
Fountainhead Consulting Corporation Willdan Engineering Ghirardelli Associates, Inc. Z&K Consultants, Inc.
Jacobs Project Management Co
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Pre-Qualification Criteria
Evaluation
Criteria
The ability, capacity, and skill of the bidder to perform the services; the capacity of the bidder to perform the contract within the time specified; the sufficiency of the bidder’s financial resources; the reputation and experience of the bidder
Municipal Code SMMC 2.24.190
Justification to Award
The shortlist was created by way of the Request for Qualifications (RFQ) process.
Twenty-nine firms submitted proposals as a result of the RFQ for construction management and observation services. The statements of qualifications were evaluated by staff from Architectural Services and Engineering and Street Services Division. Staff established the list of pre-qualified firms as the best qualified firms based on their qualifications, and their directly related experience providing similar services for municipal agencies. The pre-qualified firms would be invited to Request for Proposals (RFP) process to provide construction management and observation services.
Request for Proposals
RFP Information
Best Qualified Firm Transtech Engineers, Inc.
Evaluation Criteria Price; the depth of experience, ability, capacity, and skill of the personnel to perform the services; the capacity of the bidder to perform the contract within the time specified; the sufficiency of the bidder’s financial resources; the reputation and experience of the bidder.
Municipal Code SMMC 2.24.190
RFQual Data
Date Posted Posted On
Advertised In
(City Charter &
SMMC)
Vendors
Downloaded
Submittals
Received
Date
Publicly
Opened
01/09/2025 City's Online
Bidding Site
Santa Monica
Daily Press 182 29 02/10/2025
Submittals Received
Berg & Associates, Inc Transtech Engineers, Inc.
Cannon Corporation Willdan Engineering
Psomas Z&K Consultants, Inc.
Southstar Engineering & Consulting, Inc
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Justification to Award
Transtech Engineers, Inc. is recommended to provide construction management and observation services from an approved shortlist of pre-qualified construction management firms. The shortlist was created by way of the Request for Qualifications (RFQ) process. Seven firms submitted proposals as a result of the subsequent RFP for construction management and observation services. The proposals were evaluated by staff from Engineering and Street Services Division. Staff recommends Transtech Engineers, Inc. as the best qualified firm to provide construction management and observation services based on its qualifications, price, and its directly related experience providing similar services for municipal agencies.
Public Outreach
Construction is expected to begin in late 2025 and would last for approximately twelve months. Prior to and during construction, City staff and the contractor would distribute notifications to adjacent properties detailing the project scope, construction schedule, and potential impacts. Periodic updates would be provided, as necessary. Social media would be utilized to notify the public about general construction updates.
As part of the project development, Public Works staff from the Engineering and Street Services and Public Landscape Divisions conducted outreach with the Urban Forest Task Force and provided an outreach letter to the Wilmont Group (Attachment B). A study session was held during the January 2024 public meeting to discuss street repairs and tree preservation along California Avenue between Ocean Avenue and 7th Street.
In March 2024, staff returned with a final recommendation, which was approved by the Urban Forest Task Force, to implement a phased tree replacement approach. This plan RFP Data
Date
Posted Posted On
Advertise In
(City Charter &
SMMC)
Vendors
Downloaded
Submittals
Received
Date
Publicly
Opened
03/06/2025 City's Online
Bidding Site
Santa Monica
Daily Press
13 7 03/18/2025
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balances necessary street repairs with tree preservation efforts and addresses concerns raised during the outreach process.
Environmental Review
The Project is categorically exempt as a Class 1 exemption pursuant to Section 15301 of the CEQA Guidelines, which exempts the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of existing or former use. This project would repave existing City streets, install drainage improvements, and repair existing concrete sidewalks, curbs, and gutters. The project would not expand or materially change existing City streets or infrastructure.
Furthermore, none of the exceptions to Categorical Exemptions set forth in the CEQA Guidelines, Section 15300.2, apply to this exemption.
Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the Clean Beaches, Gas Tax, Local Return, General Fund, Special Revenue, and Miscellaneous Grants Funds to award a contract with PALP Inc., dba Excel Paving Company, to provide construction services for the FY 2024-25 Annual Paving Project.
Contract Request
Funding
Source
FY 2024-25
Request
Amount
CIP Account # Account
Description
Total
Contract
Amount
Gas Tax –
SB1 $402,739 C2604600.689610.99111 FY20-21 RMRA Street Repair $402,739 Gas Tax –
SB1 $1,572,768 C2604600.689610.99070 FY21-22 RMRA Street Repair $1,572,768 Gas Tax –
SB1 $889,723 C2604600.689610.99005 FY22-23 RMRA Street Repair $889,723 Gas Tax –
SB1 $378,903 C2604600.689610.98992 FY23-24 RMRA Street Repair $378,903 Clean
Beaches $3,929,658 C1604990.689000 Surface Drainage Improvements $3,929,658 Gas Tax - SB1 $450,525.96 C2604600.689610.98931 FY24-25 RMRA Street Repair $450,525.96
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Local Return -
Measure R $13,551 C2704600.689120.21031
FY 19-20 Annual
Paving / Sidewalk
Measure R
$13,551
General Fund $368,960.16 C0104610.689000 Alley Renewal
Program $368,960.16
Special
Revenue $251,817 C1005100.689000 Exposition Corridor Bike Path $251,817 Local Return -
Prop C $46,900 C2708150.689130
Colorado Avenue
Protected Bike
Lane Prop C
$46,900
Miscellaneous
Grants - MSP* $399,046 C2008150.689290
Colorado Avenue
Protected Bike
Lane MISC Grant
$399,046
Special
Revenue $31,400 C1004600.689000 Annual Paving / Sidewalk Repair $31,400 General Fund $1,065,186 C0106620.689000
17th
Street/SMC/Expo
Bike Path
$1,065,186
Special
Revenue $14,350 C1004640.689000 Crosswalk Renewal Program $14,350 Water Fund $226,705 C5004600.689000 Water Fund $226,705 Wastewater
Fund $247,632 C5104600.689000 Wastewater Fund $247,632
Total $10,289,865 $10,289,865
*Measure M Multi-Year Subregional Program Grant
Staff seeks authority to approve available funding from the Gas Tax Fund to award a contract with Transtech Engineers, Inc. to provide construction management and observation services for the FY 2024-25 Annual Paving Project.
Contract Request
Funding
Source
FY 2024-25
Request
Amount
CIP Account # Account
Description
Total
Contract
Amount
Gas Tax –
SB1 $463,750 C2604600.689610.98931 FY24-25 RMRA Street Repair $463,750 Total $463,750 $463,750
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Prepared By: Jonathan Maldonado, Civil Engineering Associate Approved Forwarded to Council
Attachments:
A. Urban Forest Master Plan
B. Public Outreach Letter to Wilmont Neighborhood Group C. Excel - Levine Act
D. Excel - Oaks Initiative
E. Transtech - Levine Act
F. Transtech - Oaks Initiative