HomeMy WebLinkAboutItem 10j - Pavement Rehabilitation Project
DATE: September 17, 2024
TO: Honorable Mayor and City Council
FROM: Paul Cranmer, Public Works Services Director
By: Jan Balanay, Senior Engineering Assistant
SUBJECT: CONTRACT WITH GENTRY BROTHERS INC. FOR THE FISCAL YEAR
2023-24 PAVEMENT REHABILITATION PROJECT IN THE AMOUNT OF
$2,160,253.79, WITH A 4% CONTINGENCY
CEQA: Exempt
Recommendation: Approve
SUMMARY
As part of the City’s Capital Improvement Program (“CIP”), the Public Works Services
Department (“PWSD”) is preparing to rehabilitate the asphalt pavement on various streets
in the City. The streets were identified in the Pavement Management Program and based
on their usage and Pavement Condition Index (“PCI”), have the greatest need for
rehabilitation. To ensure that the City is receiving the most competitive prices and quality
service for this work, the PWSD conducted a formal bid process and Gentry Brothers Inc.
submitted the lowest responsive bid.
It is recommended that the City Council approve, authorize and direct the City Manager
to execute a contract with Gentry Brothers Inc. for the Fiscal Year 2023-24 Pavement
Rehabilitation Project in the amount of $2,160,253.79, with a 4% contingency.
BACKGROUND
The PWSD is responsible for the maintenance and repair of approximately 147 miles of
paved streets within the City. As part of the City’s Pavement Management Program, the
condition of all City streets are inspected and rated on a scale of 0-100. This rating system
is called the Pavement Condition Index (“PCI”) and is used to help determine which
streets require asphalt pavement rehabilitation. Streets with scores below 40 are ‘failing’,
and streets with scores between 40 and 60 are considered in poor/fair condition.
According to the Citywide Pavement Management Program, the following street
segments have the highest need for repaving:
• Camino Real Avenue from Tenth Avenue to east City Limits – PCI of 38
Contract for FY 2023-24 Pavement Rehabilitation Project
September 17, 2024
Page 2 of 3
• Santa Maria Road from Colorado Boulevard to north End of Cul De Sac - PCI of
39
• Woodruff Avenue from Santa Anita Avenue to El Monte Avenue – PCI of 46
• La Porte Street from Santa Anita Avenue to First Avenue - PCI of 31 (alternate)
• La Porte Street from First Avenue to Second Avenue - PCI of 31 (alternate)
It should be noted that PCI scores alone do not determine which streets should be
repaved. For instance, the City also takes into consideration the traffic volume of streets
before determining repaving. It is also more cost-effective to repave streets prior to their
PCIs lowering to a very poor condition and requiring more resources to repair. The PCI
range for the specified streets requires grind and overlay rehabilitation; however, if the
PCI of these streets drop even lower, more extensive rehabilitation, such as full pavement
reconstruction, would be required to repair. Full reconstruction costs are much higher
than grind and overlay work. A copy of the Project Location Map detailing the segments
listed above is attached as Exhibit “A.”
DISCUSSION
The project involves the repair of any localized potholes and failed pavement; grinding
the edges of the pavement adjacent to the gutters to transition the new pavement to the
existing gutter; replacing broken curb and gutter as necessary; and installing new ADA-
compliant curb ramps at the intersections. The new pavement surface will utilize recycled
rubber in the pavement mix to help reduce future cracking, add strength to the asphalt
pavement, and reduce road noise. Following the intended repairs, the condition of these
street sections should be raised to a PCI of 100.
A Notice Inviting Bids was published in accordance with City Council Resolution No. 7483,
and bid packages were provided to contractors that perform this type of work. On July 30,
2024, the City Clerk’s office received six bids with the following results:
Bidder Location Base Bid Amount
Gentry Brothers Inc.
Onyx Paving Company, Inc.
Sequel Contractors Inc.
Toro Enterprises, Inc.
Hardy & Harper, Inc.
All American Asphalt
Irwindale, CA
Anaheim, CA
Santa Fe Springs, CA
Oxnard, CA
Lake Forest, CA
Corona, CA
$ 1,426,298.52
$ 1,555,000.00
$ 1,623,569.85
$ 1,840,587.95
$ 1,865,000.00
$ 2,132,693.15
Contract for FY 2023-24 Pavement Rehabilitation Project
September 17, 2024
Page 3 of 3
Bid documents were reviewed for content and the contractor’s background was
investigated. Based on this review, it has been determined that Gentry Brothers Inc. is
the lowest responsive bidder and is qualified to complete the project. It has also been
determined to include alternate bid items #1 and #2 to the project as allowed by the
budget. La Porte Steet from Santa Anita Avenue to Second Avenue has low PCI scores.
Residents and business owners have also requested that these street sections be
rehabilitated due to performance issues. In addition to successful past work in Arcadia,
Gentry Brothers Inc. has successfully completed similar projects on time and within
budget for local and regional agencies in California such as the Cities of Chino Hills,
Covina, Duarte, Glendora, Montclair, Pomona, Rancho Cucamonga, and San Dimas.
ENVIRONMENTAL ANALYSIS
This project is a Class 1 exemption pursuant to California Environmental Quality Act
(“CEQA”) Section 15301 Existing Facilities. Class 1 consists of 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 use beyond that existing at the time of the lead agency’s determination.
FISCAL IMPACT
Funds in the amount of $2,255,000 have been budgeted in the Fiscal Year 2023-24 CIP
for the Pavement Rehabilitation Project. The total cost for the Fiscal Year 2023-24
Pavement Rehabilitation Project is $2,160,253.79. With the requested 4% contingency,
the total potential project cost would be $2,246,663.94. Sufficient funds have been
budgeted to complete this project.
RECOMMENDATION
It is recommended that the City Council determine this project is a Class 1 exemption
under the California Environmental Quality Act (“CEQA”); and approve, authorize, and
direct the City Manager to execute a contract with Gentry Brothers Inc. for the Fiscal Year
2023-24 Pavement Rehabilitation Project in the amount of $2,160,253.79, with a 4%
contingency.
Attachments: Exhibit “A” - Project Location Map
Proposed Contract
CITY OF ARCADIA
2023/2024 PAVEMENT REHABILITATION PROJECT
PROJECT NO.: 33854024
BETWEEN
CITY OF ARCADIA
AND
GENTRY BROTHERS, INC.
CONTRACT
Contract - 1
CONTRACT FOR THE
CITY OF ARCADIA
This CONTRACT, No. ________ is made and entered into this ____ day of _______, 2024, by
and between City of Arcadia, sometimes hereinafter called “City,” and Gentry Brothers, Inc.,
sometimes hereinafter called “Contractor.”
WITNESSETH: That the parties hereto have mutually covenanted and agreed, and by these
presents do covenant and agree with each other as follows:
A. SCOPE OF WORK. The Contractor shall perform all Work within the time stipulated in the
Contract, and shall provide all labor, materials, equipment, tools, utility services, and
transportation to complete all of the Work required in strict compliance with the Contract
Documents as specified in Article 5, below, for the following Project:
2023/2024 Pavement Rehabilitation Project / Project No.: 33854024
The Contractor and its surety shall be liable to the City for any damages arising as a result of
the Contractor’s failure to comply with this obligation.
B. TIME FOR COMPLETION. Time is of the essence in the performance of the Work. The Work
shall be commenced on the date stated in the City’s Notice to Proceed. The Contractor shall
complete all Work required by the Contract Documents within Ninety (90) CALENDAR DAYS
calendar days from the commencement date stated in the Notice to Proceed. By its signature
hereunder, Contractor agrees the time for completion set forth above is adequate and reasonable
to complete the Work.
C. CONTRACT PRICE. The City shall pay to the Contractor as full compensation for the
performance of the Contract, subject to any additions or deductions as provided in the Contract
Documents, and including all applicable taxes and costs, the sum of TWO MILLION, ONE
HUNDRED SIXTY THOUSAND, TWO HUNDRED FIFTY-THREE DOLLARS AND SEVENTY-
NINE CENTS ($2,160,253.79). Payment shall be made as set forth in the General Conditions.
D. LIQUIDATED DAMAGES. In accordance with Government Code section 53069.85, it is
agreed that the Contractor will pay the City the sum set forth in Special Conditions, Article 1.11
for each and every calendar day of delay beyond the time prescribed in the Contract Documents
for finishing the Work, as Liquidated Damages and not as a penalty or forfeiture. In the event this
is not paid, the Contractor agrees the City may deduct that amount from any money due or that
may become due the Contractor under the Contract. This Article does not exclude recovery of
other damages specified in the Contract Documents.
E. COMPONENT PARTS OF THE CONTRACT. The “Contract Documents” include the
following:
Notice Inviting Bids
Instructions to Bidders
Bid Form
Bid Bond
Designation of Subcontractors
Information Required of Bidders
Non-Collusion Declaration Form
Iran Contracting Act Certification
Public Works Contractor Registration Certification
Contract - 2
Performance Bond
Payment (Labor and Materials) Bond
General Conditions
Special Conditions
Technical Specifications
Addenda
Plans and Drawings
Standard Specifications for Public Works Construction “Greenbook”, latest edition, Except
Sections 1-9
Applicable Local Agency Standards and Specifications, as last revised
Approved and fully executed change orders
Any other documents contained in or incorporated into the Contract
The Contractor shall complete the Work in strict accordance with all of the Contract Documents.
All of the Contract Documents are intended to be complementary. Work required by one of the
Contract Documents and not by others shall be done as if required by all. This Contract shall
supersede any prior agreement of the parties.
F. PROVISIONS REQUIRED BY LAW AND CONTRACTOR COMPLIANCE. Each and every
provision of law required to be included in these Contract Documents shall be deemed to be
included in these Contract Documents. The Contractor shall comply with all requirements of
applicable federal, state and local laws, rules and regulations, including, but not limited to, the
provisions of the California Labor Code and California Public Contract Code which are applicable
to this Work.
G. INDEMNIFICATION. Contractor shall provide indemnification and defense as set forth in the
General Conditions.
H. PREVAILING WAGES. Contractor shall be required to pay the prevailing rate of wages in
accordance with the Labor Code which such rates shall be made available at the City’s
Administrative Office or may be obtained online at dir.ca.gov and which must be posted at the job
site.
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Contract - 3
IN WITNESS WHEREOF, this Contract has been duly executed by the above-named parties, on
the day and year above written.
CITY OF ARCADIA
By:
Dominic Lazzaretto
City Manager
GENTRY BROTHER, INC.
By:
Signature
Print Name and Title
Attest:
By:
City Clerk
By:
Signature
Print Name and Title
Approved as to Form:
Michael J. Maurer
City Attorney