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Agenda Report
August 24, 2026
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TO: Honorable Mayor and City Council
FROM: Department of Public Works
SUBJECT: AUTHORIZE THE CITY MANAGER TO ENTER INTO A CONTRACT WITH HARDY & HARPER, INC. FOR THE FISCAL YEAR 2027
COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) STREET
RESURFACING AND ADA IMPROVEMENT PROJECT FOR AN
AMOUNT NOT TO EXCEED $1,288,100
RECOMMENDATION:
It is recommended that the City Council:
1. Find the contract proposed herein to be categorically exempt under the California Environmental Quality Act (CEQA) pursuant to Title 14, Chapter 3, Article 19, Section 15301, Class 1 - Existing Facilities, and that there are no features that distinguish this project from others in the exempt class and, therefore, there are no unusual circumstances;
2. Award contract to the lowest and best bid dated July 30, 2026 submitted by Hardy & Harper, Inc. in response to the bid specifications for the Fiscal Year (FY) 2027 CDBG Street Resurfacing and ADA Improvement project, and authorize the City Manager to enter into a contract for a total not-to-exceed amount of $1,288,100 which includes the base contract amount of $1,171,000 and a contingency of $117,100 to provide for any necessary change orders; and
3. Authorize the City Manager to approve, within the contract authority, amendments to the subject contract including durational extensions.
BACKGROUND:
On May 19, 2025, the Department of Housing presented a five-year consolidated plan (2025-2029) and Annual Action Plan that outlined both short- and long-term strategies for meeting housing and community needs, as well as the use of funds, activities to be undertaken, program guidelines, and monitoring requirements. As part of the planning process, a Priority Needs Survey was conducted in January 2025, which identified "improve city infrastructure" as the second-highest community priority. This category includes street, sidewalk, lighting, and accessibility improvements.
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MEETING OF.8/24/2026AGENDA ITEM NO.3
Contract Award for FY 27 CDBG Street Resurfacing and ADA Improvement Project August 24, 2026
In alignment with the community priorities and U.S. Department of Housing and Urban Development (HDD) eligible activities, the CDBG Program Year 2026 includes $1,125,000 designated for street resurfacing & accessibility improvements.
The project includes resurfacing approximately 1.27 miles of asphalt pavement within CDBG Benefit Service Areas as defined by HUD. Additionally, the streets being resurfaced may receive the following improvements: removal and reconstruction of damaged concrete curbs, gutters, sidewalks, curb ramps, driveway aprons, and cross gutters; adjustment of existing utility manholes; replacement of traffic signal loop detectors; installation of raised pavement markers; and miscellaneous appurtenant work. The streets to be resurfaced under this project are identified in Attachment A - FY27 CDBG Street Resurfacing and ADA Improvement - Location Map.
The Department of Public Works prepared plans and specifications for the subject project. Bids were requested and received, in accordance with Section 4.08.060 of the Pasadena Municipal Code. On June 30, 2026, a Notice Inviting Bids for FY 2027 CDBG Street Resurfacing and ADA Improvement was published in 22 trade journals, as well as posted on OpenGov Procurement. The posting generated notices to all vendors who have previously registered with the City for this particular commodity class. A total of 59 vendors downloaded the specifications, none were local. A total of five bids were received by the bid opening date, none were local.
Following advertising, bids were electronically received on July 30, 2026, and are as follows:
Bidder Amount ($)
1. Hardy & Harper, Inc., Lake Forest, CA $ 1,171,000
2. Onyx Paving Company, Inc., Yorba Linda, CA $ 1,172,000
3. Toro Enterprises, Inc., Oxnard, CA $ 1,187,264
4. All American Asphalt, Corona, CA $ 1,344,443
5. LCR Earthwork & Engineering, Corp., Jurupa Valley, CA $ 1,706,890 Engineer's Estimate $1,200,000
The lowest and best bid received is approximately 2.4 percent lower than the Engineer's Estimate.
It is recommended that Hardy & Harper, Inc. be awarded the contract for this project as they are the lowest and best bidder. The proposed contract with Hardy & Harper, Inc. fully complies with the Competitive Bidding and Living Wage Ordinances and with the Prevailing Wage Law (Senate Bill 7) per Resolution 9406 adopted by the City Council on December 14, 2014. The contractor has indicated that the awarding of this contract will result in no new hires to the present workforce. In accordance with Local Preference provisions of the contract, the contractor is encouraged to recruit Pasadena residents initially and to give them preference, if all other factors are equal, for any new positions generated from this contract.
Contract Award for FY 27 CDBG Street Resurfacing and ADA Improvement Project August 24, 2026
Hardy & Harper, Inc. has previously completed contracts with the City totaling approximately $9,440,000. Staff have confirmed the contractor's license, and their Department of Industrial Relations status is in good standing. The contractor received favorable reference checks from other agencies.
The contract will be set up as follows:
Base Bid
Continaencv
$
^
1,171,000
117,100
Contract Not-to-Exceed Amount$ 1,288,100
A contingency of 10 percent is allocated to this contract to address possible unforeseen conditions. It is anticipated that construction will begin in Fall 2026.
COUNCIL POLICY CONSIDERATION:
This project is consistent with the City Council's goal to improve, maintain, and enhance public facilities and infrastructure, and improve public safety throughout the City. It also supports the Public Facilities Element of the General Plan by maintaining and rehabilitating public facilities to enhance the quality of life of the community.
ENVIRONMENTAL ANALYSIS:
The contract award has been determined to be categorically exempt under the California Environmental Quality Act (CEQA) Guidelines in accordance with Title 14, Chapter 3, Article 19, Section 15301, Class 1, Existing Facilities). Class 1 exempts from environmental review "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 existing or former use." The proposed project consists of resurfacing approximately 1.27 miles of asphalt pavement, removing and reconstructing damaged concrete curbs, gutters, sidewalks, curb ramps, driveway aprons, and cross gutters; adjusting existing utility manholes; replacing traffic signal loop detectors; installation of raised pavement markers; and miscellaneous appurtenant work. There are no features that distinguish this project from others in the exempt class and, therefore, there are no unusual circumstances.
Contract Award for FY 27 CDBG Street Resurfacing and ADA Improvement Project August 24, 2026
FISCAL IMPACT:
The cost of this contract, including contingency, is $1,288,100 and the total cost of this action will be $1,318,100. Funding for this action will be addressed by the utilization of existing budgeted appropriations in the Annual Citywide Street Resurfacing and ADA Improvement Program FY 2027 (73951). It is anticipated that all costs will be expended in FY 2027. There is no impact on the General Fund, as the projects are fully funded through CDBG and the Road Maintenance and Rehabilitation Program (Senate Bill 1).
The following table represents a project summary.
Base Bid $1,171,000
Contingency $ 117,100
Construction Administration, Material Testing, and Inspection $ 30,000 Total Fiscal Impact$1,318,100
B^eht Maue, P.
City Engineer
Respectfully submitted,
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GREGDEVINCK, P.E.
Director of Public Works
Prepf^red by:
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Approved by:
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lATTlHEW^:!MATTHEWS: HAWKESWORTH
Interim City Manager
Attachment A - FY27 CDBG Street Resurfacing and ADA Improvement - Location Map