DATE: August 16, 2022
TO: Honorable Mayor and City Council
FROM: Paul Cranmer, Public Works Services Director
By: Mohideen Buharie, Assistant Engineer
SUBJECT: CONTRACT WITH ONYX PAVING COMPANY, INC. FOR THE FISCAL YEAR 20 21-22 PAVEMENT REHABILIT ATION PROJECT IN THE
AMOUNT OF $1,727,000, WITH A 10% CONTINGENCY
Recommendation: Approve
SUMMARY
As part of the City of Arcadia’s (“City”) Capital Improvement Program (“CIP”), the Public Works Services Department (“PWSD”) is preparing to rehabilitate the asphalt pavement on various streets in the C ity. The streets were identified in the Pavement Management Program as the streets that most need to be rehabilitated based on their usage and the Pavement Condition Index (“PCI”). To ensure that the City is receiving the most competitive prices and quality service for this work, the PWSD conducted a formal bid .
Onyx Paving Company, Inc. submitted the lowest responsive bid.
It is recommended that the City Council approve, authorize, and direct the City Manager to execut e a contract with Onyx Paving Company, Inc. for the Fiscal Year 2021-22 Pavement Rehabilitation Project in the amount of $1,727,000, with a 10% 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 w as inspected and rated on a scale of 0- 100, with scores below 40 generally being considered a street that has failed. Scores between 40 and 60 are poor/fair in nature. This rating is called the Pavement Condition Index (“PCI”) and it is used to help determine which streets require asphalt pavement rehabilitation.
According to the Citywide Pavement Management Program , the following street segments are most in need of being repaved:
• Elevado Ave. from Grand View Ave. to Virginia Road - PCI of 43 • Ontare Rd. from Santa Anita Ave. to Cul-de-sac - PCI of 35 • Old Ranch Rd. from Colorado Blvd. to County Arboretum boundary - PCI of 43
Contract for the Fiscal Year 2021-22 Pavement Rehabilitation Project August 16, 2022
• W isteria Ave. from Holly Ave. to El Monte Ave. - PCI of 49 • Elkins Pl. from Elkins Ave. to Highland Oaks Dr. - PCI of 43 • Rosemarie Dr. west end of Rosemarie Dr. to Holly Ave. - PCI of 35 • Cortez Rd. from Balboa Dr. to Portola Dr. - PCI of 37
It should be not ed that P CIs alone do not determine which streets should be repaved ; for instance, the City also takes in to consideration streets that have high traffic volume.
It is also more cost-efficient to repave streets prior to their PCIs lowering to very poor condition. The cur rent range of PCI for the specified streets requires grind and overlay rehabilitation, but if the PCI of t hese streets d rop to a lower condition, they would require more extensive rehabilitation such as full pavement reconstruction . Full reconstruction cos ts a re 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 t he 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 wil l utilize 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.
Following the repairs, the condition of these street sections will be r aised to a PCI of 100.
A Notice Inviting Bids was published in the City’s adjudicated newspaper and bid packages were provided to contractors that perform this type of work. On July 28, 2022, the City Clerk’s office received seven bids with the following results:
Bidder Location Base Bid Amount
Onyx Paving Company, Inc.
Sequel Contractors, Inc.
Vance Corporation
Hardy & Harper, Inc.
Anaheim, CA
Santa Fe Springs, CA
Beaumont, CA
Lake Forest, CA
$ 1,727,000.00
$ 1,823,107.00
$ 1,916,592,00
$ 1,968,000.00
Toro Enterprises
Palp, Inc. Dba: Excel Paving
Oxnard, CA
Long Beach, CA
$ 1,996,023.00
$ 2,102,399.00
All American Asphalt Corona, CA $ 2,179,846.00
Bid docu ments were reviewed for content and the contractor’s background was also investigated. Based on this review, it has been determined that Onyx Paving Company, Inc. is the lowest responsive bidder and is qualified to complete the project as described
Contract for the Fiscal Year 2021-22 Pavement Rehabilitation Project August 16, 2022
in the bid documents. Onyx Paving Company, Inc . has successfully completed similar projects on time and within budget for many local and regional agencies such as the Cities of Anaheim, Claremont, Desert Hot Springs, Downey, Montebello, Placentia, and Riverside.
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 exi sting public or private structures, f acilities, 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 $2,100,000 have been budgeted in the Fiscal Year 2021-22 CIP for the Pavement Rehabil itation Project. The total cost for th e Fiscal Year 20 21-22 Pavement Rehabilitation Project is $1,727,000. With the request for a 10% contingency, the total potential project cost would be $1,899,700.
RECOMMENDATION
It is recommen ded the City Council determine that th is 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 On yx Paving Company, Inc . for the Fiscal Year 2021-22 Pavement Rehabilitation Project in the amount of $1,727,000, with a 10% contingency.
Attachments: Exhibit “A” - Project Location Map
Proposed Contract
CITY OF ARCADIA
2021/2022 PAVEMENT REHABILITATION PROJECT
PROJECT NO.: 33854022
BETWEEN
CITY OF ARCADIA
AND
ONYX PAVING COMPANY, INC.
CONTRACT
Contract - 1
CONTRACT FOR THE
CITY OF ARCADIA
This CONTRACT, No. ________ is made and entered into this ____ day of _______, ______, by and between City of Arcadia, sometimes hereinafter called “City,” and Onyx Paving Company, Inc., sometimes hereinafter called “Contractor.”
WITNESSETH: That the parties hereto have mut ually 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:
2021/2022 PAVEMENT REHABILITATION PROJECT
PROJECT NO.: 33854022
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 Contrac t Documents within Ninety (90) calendar days from the commencement date stated in the Notice to Proceed. By its signature hereunder, the 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 ONE MILLION, SEVEN HUNDRED TWENTY -SEVEN THOUSAND DOLLARS AND NO CENTS ($1,727,000.00) .
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 Ci ty 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
Contract - 2
Public Works Contractor Registration Certification
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 s hall 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
ONYX PAVING COMPANY, INC.
By:
Signature
Print Name and Title
Attest:
By:
City Clerk
By:
Signature
Print Name and Title
Approved as to Form:
Stephen P. Deitsch
City Attorney