TO: ADAM PIRRIE, CITY MANAGER
FROM: BRAD JOHNSON, COMMUNITY DEVELOPMENT DIRECTOR
DATE: MAY 28, 2024
Reviewed by:
City Manager: AP
SUBJECT:
Title
AWARD OF CONTRACT TO ALL AMERICAN ASPHALT FOR THE CITYWIDE STREET RESURFACING PROJECT FOR PUBLIC RESIDENTIAL STREETS LOCATED BETWEEN ARROW HIGHWAY AND FOOTHILL BOULEVARD, FROM TOWNE AVENUE TO INDIAN HILL BOULEVARD, C.I.P. 2023-3 (FUNDING SOURCE: STATE GAS TAX FUND)
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SUMMARY
On May 1, 2024, the City of Claremont received four bids for the Citywide Street Resurfacing Project, C.I.P. No. 2023-3. The lowest responsible bidder was All American Asphalt, of Corona, with a bid of $1,808,999.
The project includes two different methods of resurfacing: slurry seal and full grind and overlay. The project scope of work includes slurry seal maintenance for all public residential streets located between Arrow Highway and Foothill Boulevard, from Towne Avenue to Indian Hill Boulevard.
In addition, Highpoint Drive, Auto Center Drive, and the Indian Hill Boulevard section under the Interstate 10 Freeway overpass will receive a 2-inch full grind and pave treatment.
Due to the large scope of work and the wide range of area that will be addressed as a part of this maintenance project, staff proposes to retain the consulting firm, LAE Associates, to provide inspections and construction management to ensure the work is performed properly and per City Standards.
RECOMMENDATION
Recommended Action
Staff recommends the City Council:
A. Award a contract to All American Asphalt and authorize the City Manager to enter into an agreement with All American Asphalt in the amount of $1,808,999, with a project contingency of ten percent ($180,899), for a total of $1,989,898 for the Citywide Street Resurfacing Project, C.I.P. No. 2023-3;
B. Authorize the City Manager to enter into an agreement for inspection services and construction management with LAE Associates in the amount of $144,564; and
C. Find this item is exempt from environmental review under the California Environmental Quality Act (CEQA).
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ALTERNATIVE TO RECOMMENDATION
In addition to the recommendation, there is the following alternative:
• Request additional information from staff.
FINANCIAL REVIEW
In addition to the contract for the resurfacing project, staff proposes to retain the services of a consulting firm to provide contract public works inspection and construction management services to assist with the completion of this large project. Funding for this project is included in the 2022-24 Capital Improvement Program budget.
The following funding sources will be used for this project:
|
Funding Source |
Amount |
|
State Gas Tax - Construction |
$ 1,808,999 |
|
State Gas Tax - Contingency |
$ 180,899 |
|
State Gas Tax - Inspection and Construction Management |
$ 144,564 |
|
Total Project Costs: |
$ 2,134,462 |
The staff cost to prepare this report is estimated at $982 and is included in the operating budget of the Community Development Department.
ANALYSIS
On May 1, 2024, the City received the following bids:
|
Bidder |
Amount |
Location |
|
All American Asphalt |
$1,808,999 |
Corona |
|
Hardy & Harper, Inc. |
$1,947,000 |
Lake Forest |
|
Onyx Paving, Inc. |
$2,024,000 |
Anaheim |
|
LCR Earthwork & Engineering |
$2,775,803 |
Jurupa Valley |
An engineer’s estimate was not provided for this project due to the surmounting increase in cost of labor and materials and the fact that there have not been any comparable projects in the past three years. The low bid was received from All American Asphalt in the amount of $1,808,999.
The streets included in this project were selected by following the Pavement Management System (PMS). In 2021, the City acquired the services of a consultant to survey all streets in the City of Claremont to provide a Pavement Condition Index (PCI), which develops the PMS. This PCI evaluates the street condition and assigns a numerical rating of the pavement condition on the type and severity of distresses observed on the pavement surface. This has allowed staff to develop a schedule and method to provide annual maintenance services for streets based on these ratings.
The PMS schedule will provide both slurry seal and overlay (full grind and pave) maintenance options throughout the City, based on the severity of the roadway conditions. The slurry seal will encompass areas of residential streets within the City to prolong the life of the streets that do not require overlay. Slurry seal is intended to prolong the life of the asphalt by seven years at a fraction of the cost of full pavement repair. The slurry seal can only be performed on streets that qualify per the PCI ratings. Many of the streets suffer from raised pavement conditions due to tree root lifts, erosion, and excessive damages due to many other factors. To address these more severe conditions, and place the street at an acceptable condition to apply the slurry seal treatment, a four-inch removal and replacement approach is also required to be completed as part of this project. This is used as a spot repair method, also known as deep patch.
The areas designated for the two-inch grind and pave have been deemed necessary based on the PCI the City has received. These areas (Highpoint Drive, Auto Center Drive, and Indian Hill Boulevard under the I-10 freeway overpass) have low ratings and also fit within the budget of this project.
The City’s goal is to maintain PCI ratings above 70. These ratings are based on the evaluation of the asphalt with the following four major categories of common asphalt pavement surface distress:
• Surface defects (raveling, flushing, polishing)
• Surface deformation (rutting, distortion, settling)
• Cracks (transverse, reflections, longitudinal, black, alligator cracks)
• Patches and potholes
The areas of Highpoint Drive, Auto Center Drive, and Indian Hill Boulevard under the freeway overpass, have a current rating of less than 50 due to excessive alligator and block cracking. These asphalt pavement distresses are caused by failure of the surface due to traffic loading (fatigue) and aging caused by shrinking and hardening of the asphalt over time. These streets/street segments will receive the following scope of work:
• Two-inch full depth grind and asphalt rubber hot mix (ARHM) paving
• Replace all existing street striping
Based on PCI evaluations, all public residential streets located between Arrow Highway and Foothill Boulevard, from Towne Avenue to Indian Hill Boulevard will receive the following scope of work:
• Weed kill and rubberized crack fill of all surface cracks larger than ¼ inch
• Application of Type 2 slurry seal with two percent latex additive to rejuvenate the street surface and prolong the life of the street by approximately seven years
• Necessary asphalt deep patch repairs to address areas of the roadway due to tree root lifts, excessive cracks, and erosion that are required to be completed prior to properly placing the slurry seal treatment
• Replace all existing street striping
PROJECT SCHEDULE
The tentative project schedule is as follows:
Award: May 2024
Start Construction: July 2024
Complete Construction: October 2024
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City’s strategic and visioning documents and finds that it applies to the following: City Council Priorities, Economic Sustainability Plan, General Plan, and the 2022-2024 Budget.
CEQA REVIEW
This item is categorically exempt from environmental review under the California Environmental Quality Act (CEQA). Under CEQA Guidelines section 15301 (“Existing Facilities” - Class 1), the Citywide resurfacing qualifies as “repair” and/or minor alteration of existing public or private structures, facilities, mechanical equipment or topographical features, involving negligible or no expansion of use.” None of the exceptions in CEQA Guidelines section 15300.2 are applicable here.
PUBLIC NOTICE PROCESS
The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk’s Office.
Submitted by: Prepared by:
Brad Johnson Enrique Villalobos
Community Development Director Associate Engineer
Reviewed by:
Maria B. Tipping, P.E.
City Engineer