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Home My WebLink AboutItem 09n - Accept FY2023-24 Pavement Rehabilitation Project STAFF REPORT PUBLIC WORKS SERVICES DEPARTMENT DATE: October 7, 2025 TO: Honorable Mayor and City Council FROM: Paul Cranmer, Public Works Services Director By: Jan Balanay, Assistant Engineer SUBJECT: ACCEPT ALL WORK PERFORMED BY GENTRY BROTHERS INC. FOR THE FISCAL YEAR 2023-24 PAVEMENT REHABILITATION PROJECT AS COMPLETE CEQA: Exempt Recommendation: Approve SUMMARY On September 17, 2024, the City Council approved a contract with Gentry Brothers Inc. in the amount of $2,160,253.79, with a 4% contingency, for the Fiscal Year 2023- 24 Pavement Rehabilitation Project. The terms and conditions of this project have been complied with and the work has been performed to the satisfaction of the Project Manager for a total project cost of $2,075,548.03. This amount reflects the original contract amount of $2,160,253.79, minus quantity changes totaling $84,705.76, or 3.9% less than the original contract amount. It is recommended that the City Council accept all work performed by Gentry Brothers Inc. for the Fiscal Year 2023-24 Pavement Rehabilitation Project as complete; and authorize the final payment to be made in accordance with the contract documents, subject to the retention of $103,777.40. BACKGROUND The Public Works Services Department (“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 conditions of all City streets were inspected and rated on a scale of 0-100, with scores below 40 generally being Accept 2023-24 Pavement Rehabilitation Project October 7, 2025 Page 2 of 4 considered a failing grade; and scores between 40 and 60 being considered poor/fair. This rating is called the Pavement Condition Index (“PCI”) and is used to help determine which streets require asphalt pavement rehabilitation. According to the Citywide Pavement Management Program and City staff inspections, the following street segments were included in this year’s project: • Camino Real Avenue from Tenth Avenue to east City Limits – PCI of 38 • 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 streets that have high traffic volume. It is also more cost-efficient to repave streets prior to their PCIs degrading to a very poor condition. Once a street falls into the lower score range, grind and overlay work is not sufficient to repair them, and more extensive rehabilitation may be needed, such as full depth reconstruction. In those instances, a street segment might be left in a deteriorating condition for a longer period of time, provided the segment can be safely driven upon. DISCUSSION On September 17, 2024, the City Council approved a contract with Gentry Brothers Inc. for the Fiscal Year 2023-24 Pavement Rehabilitation Project. The work performed included repairing localized potholes and failed pavement, grinding pavement edges adjacent to the gutters to transition new pavement to the existing gutter, replacing broken curb and gutter, and installing new ADA-compliant curb ramps at the intersections. The new pavement surface utilizes recycled rubber in the pavement mix to help reduce future cracking and to add strength to the asphalt pavement. The rubber in the pavement mixture also reduces road noise. As part of this contract, repairs were also made to La Porte Steet from Santa Anita Avenue to Second Avenue. Following the repairs, the condition of all relevant street sections was raised to a PCI of 100. Accept 2023-24 Pavement Rehabilitation Project October 7, 2025 Page 3 of 4 During the completion of this project, there were several change orders. Below is a full list of change orders that show the deductions or additions to the project. CCO Description Amount 1. Additional (25,019.5 SF) – Furnish and Construct 2-inch thick Cold Mill Grind $14,817.00 2. Deleted (73,687 SF) – Furnish and Construct 4-inch thick Cold Mill Grind ($51,580.90) 3. Deleted (27,535 SF) – Furnish and Construct 10-inch thick Cold Mill Grind ($61,048.60) 4. Deleted (13,151.5 SF) – Furnish and Construct 2-Inch ARHM Overlay ($26,303.00) 5. Deleted (30,440 SF) – Furnish and Construct 2-Inch HMA Overlay ($53,270.00) 6. Additional (4,620.23 SF) – Furnish and Construct 6-Inch Crushed Aggregate Base $5,866.24 7. Deleted (174 LF) – Remove and Replace PCC Curb and Gutter ($15,660.00) 8. Additional (124 SF) – Remove and Replace PCC Cross Gutter/Spandrel $2,108.00 9. Additional (9,638 SF) – Remove and Replace PCC Sidewalk $96,380.00 10. Additional (810.5 SF) – Remove and Replace PCC Driveway Approach $9,785.50 11. Deleted ( 1 EA) – Remove and Replace PCC Curb Ramp ($9,500.00) 12. Additional (8 EA) – Adjust to Grade Sewer Manhole Frame and Cover $6,400.00 13. Deleted (50 SF) – Remove and Replace 4-Inch thick Asphalt Concrete (AC) Deep Patch ($200.00) 14. Deleted (2 EA) – Furnish and Installation of SB-1 Project Sign (4’x2.5’) per CalTrans C48(CA) ($2,500.00) Total ($84,705.76) The terms and conditions of this contract have been complied with and the work has been performed to the satisfaction of the Project Manager. Gentry Brothers Inc. completed the work as defined in the project plans and specifications, in an efficient and timely manner. Accept 2023-24 Pavement Rehabilitation Project October 7, 2025 Page 4 of 4 ENVIRONMENTAL ANALYSIS This project is a Class 1 exemption pursuant to the California Environmental Quality Act (“CEQA”), Section 15301 Existing Facilities. Class 1 exemptions consist 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 were budgeted in the Fiscal Year 2023-24 Capital Improvement Program (“CIP”) for the Pavement Rehabilitation Project. The total cost of the Pavement Rehabilitation Project is $2,075,548.03. This amount reflects the original contract amount of $2,160,253.79, minus quantity changes totaling $84,705.76, or 3.9% less than the original contract amount. RECOMMENDATION It is recommended that the City Council determine this project is a Class 1 exemption under the California Environmental Quality Act (“CEQA”); and accept all work performed by Gentry Brothers Inc. for the Fiscal Year 2023-24 Pavement Rehabilitation Project as complete; and authorize the final payment to be made in accordance with the contract documents, subject to the retention of $103,777.40.