DATE: May 21, 2024
TO: Honorable Mayor and City Council
FROM: Paul Cranmer, Public Works Services Director
By: Jan Balanay, Assistant Engineer
SUBJECT: ACCEPT ALL WORK PERFORMED BY ONYX PAVING COMPANY, INC.
FOR THE FISCAL YEAR 2022-23 PAVEMENT REHABILITATION
PROJECT AS COMPLETE
CEQA: Exempt
Recommendation: Approve
SUMMARY
On June 20, 2023, the City Council approved a contract with Onyx Paving Company, Inc. in the amount of $1,525,000 for the Fiscal Year 2022-23 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 $1,498,826.39. This amount reflects the original contract amount of $1,525,000, minus quantity changes totaling $26,173.61, or 1.7% less than the original contract amount.
It is recommended that the City Council accept all work performed by Onyx Paving Company, Inc. for the Fiscal Year 2022-23 Pavement Rehabilitation Project as complete; and authorize the final payment to be made in accordance with the contract documents, subject to retention of $74,941.31.
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 considered a failing grade; scores between 40 and 60 are considered poor/fair in nature. This rating is called the Pavement Condition Index (“PCI”) and is used to help determine which streets require asphalt pavement rehabilitation.
Accept 2022-23 Pavement Rehabilitation Project
May 21, 2024
According to the Citywide Pavement Management Program and City staff inspections, the following street segments were included in this year’s project:
• Cambridge Drive from Baldwin Avenue to Harvard Drive – PCI of 40 • Sycamore Avenue from Santa Anita Avenue to Highland Oaks Drive – PCI of 40 • Encanto Drive from Altura Road to Golden West Avenue – PCI of 39 • Norman Avenue from First Avenue to Second Avenue – PCI of 35 • Norman Avenue from Second Avenue to Fourth Avenue – PCI of 32
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 a more extensive rehabilitation such as full depth reconstruction is needed. In those instances, a street segment might be left in a degrading condition for a longer period of time, provided the segment can be safely driven upon.
DISCUSSION
On June 20, 2023, the City Council approved a contract with Onyx Paving Company, Inc. for the Fiscal Year 2022-23 Pavement Rehabilitation Project. The work performed included repairing 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, 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. Following the repairs, the condition of all relevant street sections was raised to a PCI of 100.
During this work, a water main break occurred on San Carlos and Hacienda Drive, requiring pavement rehabilitation on a segment of San Carlos Drive. A water lateral break also occurred on Alta Street east of 1st Avenue, which required pavement rehabilitation. Although the water breaks were not related to this project, additional asphalt repairs were included as part of this Pavement Rehabilitation Project to finalize the water line repairs. These two additional projects added relatively small asphalt patches to remove the lifts or depressions caused by the water main/lateral breaks.
Furthermore, conventional hot mix asphalt was used in place of asphalt rubber hot mix in certain areas, which decreased the overall cost of the contract. Even with the additional work from the water main break and the water lateral break, the project remained within budget. Below is a full list of change orders that show the deductions or additions to the project.
Accept 2022-23 Pavement Rehabilitation Project
May 21, 2024
CCO Description Amount
1. Additional (17,957 SF) – Furnish and Construct 2-inch thick Cold Mill Grind $6,644.19
2. Deleted (32,386 TONS) – Furnish and Construct 2-inch thick ARHM Overlay ($50,198.30)
3. Additional (5,219 TONS) – Furnish and Construct 2-inch thick HMA Overlay $7,828.50
4. Additional (27.5 SF) – Remove and Replace PCC Sidewalk $357.50
5. Additional (3595.5 LF) – Remove and Replace PCC Curb and Gutter $8,245.50
6. Deleted (5,936 SF) – Remove and Replace PCC Cross Gutter/Spandrel ($7,668.00)
7. Deleted (0.5 SF) – Remove and Replace PCC Driveway Approach ($8.00)
8. Deleted (125 SF) – Remove and Replace 4-inch thick Asphalt Concrete (AC) Deep Patch ($1,375.00)
9. Additional Asphalt Work on San Carlos Drive / Hacienda Drive and Alta Street $10,000.00 Total ($26,173.61)
The terms and conditions of this contract have been complied with and the work has been performed to the satisfaction of the Project Manager. Onyx Paving Company, Inc. completed the work as defined in the project plans and specifications, in an efficient and timely manner.
ENVIRONMENTAL ANALYSIS
This project is a Class 1 exemption pursuant to the 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 $2,050,000 were budgeted in the Fiscal Year 2022-23 Capital Improvement Program (“CIP”) for the Pavement Rehabilitation Project. The total cost of the Pavement Rehabilitation Project is $1,498,826.39. This amount reflects the original contract amount of $1,525,000 minus quantity changes totaling $26,173.61, or 1.7% less than the original contract amount.
Accept 2022-23 Pavement Rehabilitation Project
May 21, 2024
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 Onyx Paving Company, Inc. for the Fiscal Year 2022-23 Pavement Rehabilitation Project as complete; and authorize the final payment to be made in accordance with the contract documents, subject to retention of $74,941.31.