HomeMy WebLinkAboutItem 09d - Accept FY2024-25 Pavement Rehabilitation Project
STAFF REPORT
PUBLIC WORKS SERVICES DEPARTMENT
DATE: September 1, 2026
TO: Honorable Mayor and City Council
FROM: Paul Cranmer, Assistant City Manager/Public Works Services Director
By: Jan Balanay, Assistant Engineer
SUBJECT: ACCEPT ALL WORK PERFORMED BY GENTRY BROTHERS INC. FOR THE
FISCAL YEAR 2024-25 PAVEMENT REHABILITATION PROJECT AS
COMPLETE
CEQA: Exempt
Recommendation: Approve
SUMMARY
On July 15, 2025, the City Council approved a contract with Gentry Brothers Inc. for
$1,543,024.50, including a 10% contingency, for the Fiscal Year 2024-25 Pavement
Rehabilitation Project. All contract terms and conditions have been satisfied, and the
work has been completed to the satisfaction of the Project Manager. The final project
cost is $1,355,273.10, reflecting quantity adjustments of $187,751.40, or 12.1% below
the original contract amount.
It is recommended that the City Council accept the work performed by Gentry
Brothers Inc. as complete and authorize final payment in accordance with the
contract documents, subject to retention of $67,763.66.
BACKGROUND
The Public Works Services Department (“PWSD”) is responsible for maintaining and
repairing approximately 147 miles of paved streets throughout the City. As part of
the City’s Pavement Management Program, City streets are routinely inspected and
assigned a Pavement Condition Index (“PCI”) rating on a scale of 0 to 100. Generally,
PCI scores below 40 are considered failing, while scores between 40 and 60 are
considered poor to fair.
Accept 2024-25 Pavement Rehabilitation Project
September 1, 2026
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The PCI rating is used to evaluate pavement conditions and prioritize streets
requiring asphalt pavement rehabilitation. Based on the Citywide Pavement
Management Program and field inspections conducted by City staff, the following
street segments were identified for inclusion in this year’s project:
• Camino Real Avenue from Eighth Avenue to Tenth Avenue – PCI of 39
• Flower Street from La Porte Street to 125 ft south of La Porte Street – PCI of 41
• Hacienda Drive from Rancho Road to Rodeo Road – PCI of 57
• La Cadena Avenue from Huntington Drive to Duarte Road – PCI of 42
• Old Oak Lane from Rodeo Road to north end of cul-de-sac – PCI of 43
• Flower Street from 125 ft south of La Porte Street to St. Joseph Street – PCI of
41 (Alternate)
• Alley south of Live Oak Avenue from Myrtus Avenue to Tyler Avenue – PCI of
24 (Alternate)
• Alley north of Genoa Street from Santa Anita Avenue to First Avenue – PCI of
31 (Alternate)
It should be noted that PCI scores are not the sole factor used to determine which
streets are selected for rehabilitation. The City also considers factors such as traffic
volume, roadway use, and the cost-effectiveness of rehabilitation. In general,
rehabilitating streets before pavement conditions deteriorate to very poor levels is
more cost-effective and can extend the useful life of the roadway.
Once a street reaches a significantly degraded condition, conventional grind-and-
overlay treatments may no longer be sufficient, and more extensive rehabilitation
may be required. In such cases, a street segment may remain in its existing condition
for a longer period while it remains safe and serviceable for the traveling public.
DISCUSSION
On July 15, 2025, the City Council approved a contract with Gentry Brothers Inc. for
the Fiscal Year 2024–25 Pavement Rehabilitation Project. The project included
localized repairs to potholes and failed pavement, grinding pavement edges adjacent
to existing gutters to provide a smooth transition between surfaces, replacement of
damaged curb and gutter, and installation of new ADA-compliant curb ramps at
designated intersections.
Accept 2024-25 Pavement Rehabilitation Project
September 1, 2026
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The new pavement surface incorporates recycled rubber into the asphalt pavement
mix to improve pavement strength and durability, reduce future cracking, and
minimize roadway noise. As part of the contract, pavement rehabilitation was also
completed on Flower Street from La Porte Street to St. Joseph Street; the alleys south
of Live Oak Avenue from Myrtus Avenue to Tyler Avenue; and the alleys north of
Genoa Street from Santa Anita Avenue to First Avenue. Following completion of the
rehabilitation work, the PCI for all applicable street sections was improved to 100.
During construction, several change orders were issued to address project needs and
adjustments to the contract scope. A complete summary of the change orders,
including all contract deductions and additions, is provided below.
CCO Description Amount
1. Deleted (379 SF) – Furnish and Construct 2-inch thick Cold Mill
Grind ($227.40)
3. Deleted (18,420 SF) – Furnish and Construct 2-Inch ARHM
Overlay ($36,840.00)
4. Deleted (10,665 SF) – Furnish and Construct 2-Inch HMA
Overlay ($18,663.50)
Deleted (17,880 SF) – Furnish and Construct 4-inch thick Cold
Mill Grind ($12,584.50)
Deleted (8,330 SF) – Furnish and Construct 4-Inch HMA
Overlay ($19,159.00)
5. Deleted (4,450 SF) – Furnish and Construct 6-Inch Crushed
Aggregate Base ($44,785.00)
6. Additional (10 SF) – Remove and Replace PCC Sidewalk $120.00
7. Additional (146 LF) – Remove and Replace PCC Curb and
Gutter $13,140.00
8. Deleted (1,780 SF) – Remove and Replace PCC Cross
Gutter/Spandrel ($32,040.00)
9. Deleted (1,576 SF) – Remove and Replace PCC Driveway
Approach ($18,912.00)
10. Deleted (4,450 SF) – Remove and Replace 4-Inch-thick Asphalt
Concrete (AC) Deep Patch ($17,800.00)
Total ($187,751.40)
Accept 2024-25 Pavement Rehabilitation Project
September 1, 2026
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The terms and conditions of the contract have been met, and the work was
completed to the satisfaction of the Project Manager. Gentry Brothers Inc. completed
the project in accordance with the approved plans, specifications, and contract
requirements.
ENVIRONMENTAL ANALYSIS
The City Council previously determined that this project qualifies for a Class 1
exemption pursuant to the California Environmental Quality Act (“CEQA”), Section
15301, Existing Facilities. Class 1 exemptions apply to the operation, repair,
maintenance, permitting, leasing, licensing, or minor alteration of existing public or
private structures, facilities, mechanical equipment, or topographical features,
provided that the activity involves negligible or no expansion of the existing use.
The project consists of the repair and rehabilitation of existing roadway
infrastructure and does not result in an expansion of the existing use. Accordingly,
the project is categorically exempt from CEQA pursuant to Section 15301, Existing
Facilities.
FISCAL IMPACT
An amount of $2,800,000 was budgeted in the Fiscal Year 2024–25 Capital
Improvement Program (“CIP”) for the Pavement Rehabilitation Project. The original
contract authorization was $1,543,024.50, with a 10% contingency. The final cost of
the project is $1,355,273.10, representing a net reduction of $187,751.40, or 12.1%,
from the contract award. The reduction is attributable to quantity changes realized
during project construction.
RECOMMENDATION
It is recommended that the City Council accept all work performed by Gentry
Brothers Inc. for the Fiscal Year 2024-25 Pavement Rehabilitation Project as
complete; and authorize the final payment to be made in accordance with the
contract documents, subject to the retention of $67,763.66.
Accept 2024-25 Pavement Rehabilitation Project
September 1, 2026
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