HomeMy WebLinkAboutItem 2c: Accept Work by Hardy & Harper as Complete for Street Rehabilitation of Duarte Road between El Monte & Santa Anita Avenue and 300 ft. segment at West City Limit ov ARC
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STAFF REPORT
Development Services Department
DATE: January 4, 2011
TO: Mayor and City Council
FROM: Jason Kruckeberg, Assistant City Manager /Development Services Director'-
Philip A. Wray, Deputy Director of Development Services /City Engineer t,
Prepared by: Tim Kelleher, Assistant Engineer
SUBJECT: ACCEPT ALL WORK PERFORMED BY HARDY & HARPER, INC. FOR
THE STREET REHABILITATION OF DUARTE ROAD BETWEEN EL
MONTE AVENUE AND SANTA ANITA AVENUE AND A 300 -FOOT
SEGMENT AT THE WEST CITY LIMIT AS COMPLETE AND
AUTHORIZE THE FINAL PAYMENT TO BE MADE IN ACCORDANCE
WITH THE CONTRACT DOCUMENTS
Recommendation: Approve
SUMMARY
On September 7, 2010 the City Council awarded a contract to Hardy & Harper Inc. in
the amount of $292,000 for the Street Rehabilitation of Duarte Road between El Monte
Avenue and Santa Anita Avenue and a 300 -foot segment at the West City Limit and
authorized a 10% contingency. There were two change orders increasing the total
contract by $3,742.92.
The terms and conditions of this project have been complied with and the required work
has been performed to staffs satisfaction for a final cost of $295,742.92. Staff is
recommending that the City Council accept the project as complete and authorize the
final payment in accordance with the approved contract documents.
BACKGROUND
On February 17, 2009, the President signed into law the American Recovery and
Reinvestment Act (ARRA). Shortly thereafter the City proposed several projects to be
funded by ARRA and was awarded $1,657,000 for three separate projects. Two of the
projects have been completed and this is the third and final project to be funded by
ARRA.
Staff Report
January 4, 2011
Page 2
Plans and specifications were prepared by staff and advertised for prospective bidders.
On August 31, 2010 seven bids were opened with Hardy & Harper Inc. being the low
bidder at $292,000. On September 7, 2010 the City Council awarded the bid to Hardy &
Harper Inc. for $292,000. Work began on October 11, 2010 and was substantially
complete November 2, 2010.
DISCUSSION
The bid specifications required that the contractor work between the hours of 8:30 AM
and 2:30 PM to avoid commuter traffic and high school activities. Prior to the start of
work, the City had reservations over the potential conflicts with traffic and the high
school activities even with the restricted working hours. The School District expressed
its concern that the construction would interfere with outdoor activities and daily access.
The City approached the contractor about doing the grinding and paving at night. The
contractor agreed to do the work at night if the City would pay any costs associated with
night work. The extra costs were for lighting and special illuminated traffic barriers. The
night work resulted in an additional charge of $1,846.47.
Work began on October 11, 2010. The contractor had 21 calendar days to complete
the project. Unfortunately it rained between the grinding operations and the proposed
paving date. The paving date was postponed a week adding five days to the contract
time.
During construction, the grinding operation exposed a failing water line trench that
required repair. Without repair, the new pavement also would fail. Therefore, the
contractor was ordered to make the repair on a time and material basis. This repair
resulted in an additional $2,101.12.
The work was substantially complete by November 2, 2010. Considering the two
change orders and adjustment for final quantities the final contract amount was
$295,742.92. The final total contract amount is an increase of $3,742.92 over the
original contract. Normally, a contingency of 10% of original contract is budgeted for
unexpected issues. For this project, the 10% contingency is $29,200.
FISCAL IMPACT
This project was included in the fiscal year 2009/10 Capital Improvement Program with
a budget of $400,000. The funding for the project comes from $300,000 in Federal
ARRA funds and $100,000 in Proposition C funds. The total final construction contract
was $295,742.92. Funds are available to cover all costs.
Staff Report
January 4, 2011
Page 3
RECOMMENDATION
That the City Council accepts all work performed by Hardy & Harper Inc. for the Street
Rehabilitation of Duarte Road between El Monte Avenue and Santa Anita Avenue and a
300 -foot segment at the West City limit as complete and authorize the final payment to
be made in accordance with the contract documents.
Approved by:
Donald Penman, City Manager
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