STAFF REPORT
PUBLIC WORKS SERVICES DEPARTMENT
DATE: July 15, 2025
TO: Honorable Mayor and City Council
FROM: Paul Cranmer, Public Works Services Director
By: Jan Balanay, Assistant Engineer
SUBJECT: CONTRACT WITH GENTRY BROTHERS INC. FOR THE FISCAL YEAR 2024- 25 PAVEMENT REHABILITATION PRO JECT IN THE AMOUNT OF
$1,543,024.50
CEQA: Exempt
Recommendation: Approve
SUMMARY
As part of the City’s Capital Improvement Program (“CIP”), the Public Works Services Department (“PWSD”) is preparing to rehabilitate the asphalt pavement on various streets in the City. The streets were identified in the Pavement Management Program and based on their usage and Pavement Condition Index (“PCI”) , have the greatest need for rehabilitation . To ensure that the City is receiving the most competitive prices and quality service for this work, the PWSD conducted a formal bid process and Gentry Brothers Inc. submitted the lowest responsive bid.
It is recommended that the City Council approve, authorize , and direct the City Manager to execute a contract with Gentry Brothers Inc. for the Fiscal Year 2024-25 Pavement Rehabilitation Project in the amount of $1,543,024.50, 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 are inspected and rated on a scale of 0-100. This rating system is called the Pavement Condition Index (“PCI”) and is used to help determine C
ontract for FY 2024-25 Pavement Rehabilitation Project
July 15, 2025
which streets require asphalt pavement rehabilitation. Streets with scores below 40 are ‘failing’, and streets with s cores between 40 and 60 are considered in poor/fair condition.
Ac
cording to the Citywide Pavement Management Program , the following street segments have the highest need for repaving:
• Ca
mino 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 • Alley south of Live Oak Avenue from Myrtus Avenue to Tyler Avenue – PCI of 24 • Alley north of Genoa Street from Santa Anita Avenue to First Avenue - PCI of 31 I
t should be noted that PCI scores alone do not determine which streets should be repaved. F or instance, the City also takes into consideration the traffic volume of streets before determining repaving. It is also more cost-effective to repave streets prior to their PCIs lowering to a very poor condition and requiring more resources to repair. The PCI range for the specified streets require s grind and overlay rehabilitation; however, if the PCI of these streets continue to drop , more extensive rehabilitation, such as full pavement reconstruction, would be required to repair. Full reconstruction costs are much higher than grind and overlay work. A copy of the Project Location Map detailing the segments listed above is attached as Exhibit “A.” D
ISCUSSION
Th
e project involves the repair of any localized potholes and failed pavement; grinding the edges of the pavement adjacent to the gutters ; replacing broken curb and gutter as necessary ; and installing new ADA- compliant curb ramps at the intersections. The new pavement surface will utilize recycled rubber in the pavement mix to help reduce future cracking , strengthen the asphalt pavement, and reduce road noise. Following the intended repairs, the condition of these street sections should be raised to a PCI of 100.
A N
otice Inviting Bids was published in accordance with City Council Resolution No.
C
ontract for FY 2024-25 Pavement Rehabilitation Project
July 15, 2025
7483, and bid packages were provided to contractors that perform this type of work.
On June 17, 2025, the City Clerk’s office received ten bids with the following results:
Bidder Location Base Bid Amount
Gentry Brothers Inc.
Onyx Paving Company, Inc.
Hardy & Harper, Inc.
All American Asphalt
Palp, Inc. dba Excel Paving
Dash Construction Co., Inc.
United Paving Co.
Sequel Contractors Inc.
Sully-Miller Contracting Co.
Toro Enterprises, Inc.
Irwindale, CA
Anaheim, CA
Lake Forest, CA
Corona, CA
Long Beach, CA
Woodland Hills, CA
Corona, CA
Santa Fe Springs, CA
Brea, CA
Oxnard, CA
$ 1,148,330.50
$ 1,182,000.00
$ 1,240,000.00
$ 1,268,853.00
$ 1,329,423.40
$ 1,343,513.25
$ 1,360,030.58
$ 1,397,599.00
$ 1,488,579.25
$ 2,525,099.65
Based on the pricing offered, the budget allows for the inclusion of A lternate Bid Items #1, #2 and #3 to the project. Flower Street from La Porte Street to St. Joseph Street, along with the alleys south of Live Oak Avenue from Myrtus Avenue to Tyler Avenue, and north of Genoa Street from Santa Anita Avenue to First Avenue, all have low PCI scores. Residents and business owners have also requested that these street sections be rehabilitated due to performance issues.
B
id documents were reviewed for content and the contractor’s background was investigated. Based on this review, it has been determined that Gentry Brothers Inc. is the lowest responsive bidder and is qualified to complete the project. In addition to successful past work in Arcadia, Gentry Brothers Inc. has successfully completed similar projects on time and within budget for local and regional agencies in California, such as the Cities of Alhambra, Baldwin Park, Covina, Downey, Duarte, Montclair, Pomona, Rancho Cucamonga, Sierra Madre, and West Covina.
Cont
ract for FY 2024-25 Pavement Rehabilitation Project
July 15, 2025
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.
FISC
AL IMPACT
Fund
s in the amount of $ 2,800,000 have been budgeted in the Fiscal Year 2024-25 CIP for the Pavement Rehabilitation Project. The total cost for th e Fiscal Year 2024- 25 Pavement Rehabilitation Project is $1,543,024.50. With the r equested 10% contingency, the total potential project cost would be $1, 697,326.95. Therefore, sufficient funds are available to complete this project.
RECO
MMENDATION
It is
recommended that the City Council determine this 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 Gentry Brothers Inc. for the Fiscal Year 2024-25 Pavement Rehabilitation Project in the amount of $1,543,024.50, with a 10% contingency.
Attac
hments: Exhibit “A” – Project Location Map
Proposed Contract
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2024/2025 PAVEMENT REHABILITATION PROGRAM
PROJECT NO.: 33854025
EXHIBIT "A"
PROJECT LOCATION MAP
PROJECT
LOCATION
PROJECT
LOCATION
CITY OF ARCADIA
2024/2025 PAVEMENT REHABILITATION PROJECT
PROJECT NO.: 33854025
BETWEEN
CITY OF ARCADIA
AND
GENTRY BROTHERS, INC.
CONTRACT
Contract - 1
CONTRACT FOR THE
CITY OF ARCADIA
This CONTRACT, No. ________ is made and entered into this ____ day of __________, 2025, by and between City of Arcadia, sometimes hereinafter called “City,” and Gentry Brothers, Inc., sometimes hereinafter called “Contractor.”
WITNESSETH: That the parties hereto have mutually 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:
2024/2025 Pavement Rehabilitation Project / Project No.: 33854025 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 Contract Documents within Ninety (90) CALENDAR DAYS calendar days from the commencement date stated in the Notice to Proceed. By its signature hereunder, 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, FIVE
HUNDRED FORTY -THREE THOUSAND, TWENTY -FOUR DOLLARS AND FIFTY CENTS ($1,543,024.50). 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 City 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
Public Works Contractor Registration Certification
Contract - 2
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 shall 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.
[REMAINDER OF PAGE LEFT INTENTIONALLY BLANK]
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
GENTRY BROTHERS, INC.
By:
Signature
Print Name and Title
Attest:
By:
City Clerk
By:
Signature
Print Name and Title
Approved as to Form:
Michael J. Maurer
City Attorney