Agenda #: 5.12
Meeting Date: May 6, 2025
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Fox, City Manager
TITLE: APPROVAL OF PLANS AND SPECIFICATIONS AND AWARD OF CONSTRUCTION AGREEMENT TO GENTRY BROTHERS, INC. FOR
THE AREA 4 RESIDENTIAL & COLLECTOR STREETS
REHABILITATION AND ARTERIAL STREETS REHABILITATION
(BREA CANYON CUT-OFF ROAD FROM SR-57 FREEWAY OFF
RAMP TO WESTERLY CITY LIMITS; LEMON AVENUE FROM
GOLDEN SPRINGS DRIVE TO NORTHERLY CITY LIMITS ) PROJECT NO. SI251 & SI255.
STRATEGIC
GOAL: Safe, Sustainable & Healthy Community
RECOMMENDATION:
A. Determine that approving the design and plans for the proposed Project, and its construction, is exempt from the California Environmental Quality Act (CEQA) under Section 15301(c) of the CEQA Guidelines;
B. Adopt Resolution No. 2025-13 approving the design and plans for the Area 4 Residential & Collector Streets Rehabilitation and Arterial Streets Rehabilitation Project (Brea Canyon Cut-Off Road from SR-57 Freeway to Westerly City Limits; Lemon Avenue from Golden Springs Drive to Northerly City Limits); C. Approve an adjustment of existing FY 2024/25 appropriations in the amount of $241,261 of Measure M Funds from Project SI251 to Project SI255; D. Approve the adjustments to the Capital Improvement Program budget and establish a Project Payment Account containing sufficient funds from the current fiscal year budget; and
E. Approve, and authorize the City Manager to sign, a Construction Agreement with Gentry Brothers, Inc., in the amount of $2,575,366.95, plus a contingency amount of $515,073.39 for Contract Change Orders to be approved by the City Manager, for a total authorization amount of $3,090,440.34.
FINANCIAL IMPACT:
The Fiscal Year 2024/25 Capital Improvement Program includes an approved budget for each project component, identified under two project numbers, as detailed in the table below. In response to the bid/cost proposal received for the two base bid schedules, an adjustment to the corresponding funding sources is proposed below.
An amount of $241,261 Measure M funds is recommended to be re-appropriated from Project SI251 to Project SI255 to address the construction expenses and contingency shortfall. This transfer is reflected in the table below.
Based Bids
Approved
Budget (FY
2024/25
CIP)
Proposed
Adjusted
Budget
Encumbrance/
Expenses
Balance Per
Proposed
Adjusted
Budget
Residential & Collector Rehabilitation Area 4 - Project No. SI251 (Base Bid "Schedule A")
Measure M $950,000 $708,740 $708,7340
Measure R $850,000 $850,000 $1,558,740
RMRA $400,000 $400,000 $1,958,740
Hauler Fees $250,000 $250,000 $2,208,740
Construction Bid ($1,124,316.70) $1,084,423.30
Contingency (20%) ($224,863.34) $859,559.96
Balance $859,559.96
Arterial Street Rehabilitation Project No. SI255 - (Base Bid "Schedule B") RMRA $900,000 $900,000 $900,000
Prop C $600,000 $600,000 $1,500,000
Re-appropriation of
Measure M Funds
(transfer from SI251)
$241,261 $1,741,261
Construction Bid ($1,451,050.25) $290,210.75
Contingency (20%) ($290,210.05) $0.70
Balance $0.70
The contingency amount of $515,073.39 will only be used in the event of unforeseen circumstances that warrant a contract change order.
BACKGROUND:
On February 21, 2023, the City Council approved a Consulting Services Agreement with Nichols Consulting Engineers, Inc. (NCE) to design the Residential & Collector Streets Rehabilitation and Arterial Street Rehabs, the Americans with Disabilities Act (ADA) Curb Ramp Improvement Projects. The Arterial Streets Rehabilitation encompasses various roads, including Golden Springs Drive, Grand Avenue, Brea Canyon Cut-Off Road, and Lemon Avenue.
DISCUSSION:
The Area 4 Residential & Collector Streets Rehabilitation and Arterial Street Rehabilitation Project is located in the southwest and northwest areas of the City. This Project includes approximately 2.7 centerline miles of residential and collector streets, requiring various pavement treatments such as slurry seal, chip seal, and asphaltic concrete (AC) overlay. Additionally, it involves repairing isolated areas of damaged AC pavement as identified through field assessments.
Furthermore, the Project includes approximately one centerline mile of arterial segments, notably:
• Lemon Avenue (from Golden Springs Drive to northerly City Limits) • Brea Canyon Road Cut-Off (from State Route 57 to the westerly City limits) For a detailed Project location, please refer to Attachment 2: Vicinity Map.
NCE has completed the preparation of the respective Plans, Specifications, and Estimates (PS&E). A full set of the Plans and Specifications is available electronically through the City Clerk’s Office. The cover pages of the Plans and Specifications are shown in Attachment 3.
As presented to the City Council during the review and approval of the FY 24/25 CIP, in the Area 4 Residential and Collector Street Pavement Rehabilitation Project (SI251), slurry seal will be applied only to segments of residential roads undergoing pavement rehabilitation. This marks a shift from projects in previous years, where all streets in the residential area received slurry seal coat.
Lane closures and construction activities along Brea Canyon Cut-Off Road and Lemon Avenue will be authorized between 8:30 AM and 4:30 PM. While Public Works construction typically commences at 7:30 AM, Brea Canyon Cut-Off Rd. and Lemon Avenue experience significant daily/weekday traffic during both morning and evening peak hours. Delaying construction until 8:30 AM aims to minimize disruptions to the morning commuter traffic while ensuring that construction crews can work efficiently throughout the day to meet construction deadlines.
Additionally, the project team has carefully assessed the potential impacts of construction near school areas and will collaborate with the contractor to initiate work on concrete work items away from school traffic until affected schools are out for summer vacation, starting on May 30, 2025. This proactive approach will help mitigate disruptions and ensure the safety of students and commuters alike.
The Project was advertised for bids on March 21, 2025, with an engineer’s estimate of $3.4 million. The bid opening date was set for April 8, 2025, and the Project was formatted into two (2) base bid schedules:
Base Bid “Schedule A”: Residential & Collector Streets Rehabilitation (Area 4 – CIP# SI251.
Base Bid “Schedule B”: Arterial Street Rehabilitation (Brea Canyon Cut-Off Road from SR-57 Freeway and Westerly City Limits; Lemon
Avenue from Golden Springs Drive to Northerly City Limits - CIP# SI255.
Seven (7) bid proposals were received. Gentry Brothers, Inc. was the lowest responsible bidder with a Base Bid (A & B) amount of $2,575,366.95.
The results for the bids are shown below:
Company Base Bid
1. Gentry Brothers, Inc. $2,575,366.95
2. Onyx Paving Company, Inc. $2,728,000.00
3. Hardy & Harper, Inc. $2,770,000.00
4. Copp Contracting, Inc. $2,773,554.69
5. Sequel Contractors, Inc. $2,963,000.30
6. All American Asphalt $3,043,027.65
7. R.J. Noble Company $3,187,435.95
The tentative work schedule of the Project is as follows:
Approve Plans & Specifications May 6, 2025
Award Construction Contract May 6, 2025
Start of Construction May/June 2025
Completion of Construction August/September 2025
Therefore, it is recommended that the City Council approve the Plans and Specifications by adopting the Resolution included in Attachment 1. A project payment account will be established upon the award of the construction contract.
Environmental Review
Staff has determined that this Project is exempt from the California Environmental Quality Act (CEQA) provisions pursuant to the California Code of Regulations, guidelines for the implementation of the CEQA, Section 15301(c) under Class 1 Existing Facilities, existing highways and streets.
LEGAL REVIEW:
The City Attorney has reviewed and approved the resolution and the agreement as to form.
PREPARED BY:
REVIEWED BY:
Attachments:
1. 5.12.a Resolution No. 2025-13 - Approval of Plans & Specifications
2. 5.12.b Plans and Specifications - Title Pages
3. 5.12.c Vicinity Map
4. 5.12.d Construction Agreement - Gentry Brother, Inc.