TO: ADAM PIRRIE, CITY MANAGER
FROM: BRAD JOHNSON, COMMUNITY DEVELOPMENT DIRECTOR
DATE: OCTOBER 22, 2024
Reviewed by:
City Manager: AP
SUBJECT:
Title
AWARD OF CONTRACT TO HARDY & HARPER, INC. FOR ON-CALL ASPHALT AND CONCRETE REPAIR SERVICES (FUNDING SOURCE: MEASURE R)
Body
SUMMARY
On September 5, 2024, the City’s Engineering Division issued a Request for Proposals (RFP) for on-call asphalt and concrete repair services to address damaged asphalt and adjacent concrete repairs, as necessary. These services will serve to address existing asphalt surface and ancillary infrastructure damage that has been caused by adjacent tree roots.
At the close of the advertisement period, four proposals were received. Based on the proposals received, staff recommends the City Council authorize the City Manager to enter into an agreement with Hardy & Harper, Inc., to provide on-call asphalt deep patch and concrete repair services City-wide on an as-needed basis.
RECOMMENDATION
Recommended Action
Staff recommends the City Council:
A. Authorize the City Manager to enter into a one-year agreement with Hardy & Harper, Inc., for on-call asphalt and concrete repair services in the amount of $250,000, with the option to extend the agreement for an additional one-year term in the amount of $250,000; and
B. Find this item is exempt from environmental review under the California Environmental Quality Act (CEQA).
Body
ALTERNATIVE TO RECOMMENDATION
In addition to the staff recommendation, there is the following alternative:
• Request additional information from staff.
FINANCIAL REVIEW
The cost for the on-call deep patch and concrete repair services is estimated at $250,000 annually and has been included in the 2024-26 Capital Improvement Program (CIP) budget. This contract will be funded by Measure R, which is intended to be used for improvements on the transportation system, and has historically been used to fund street and sidewalk improvements.
The cost to prepare and complete this report is estimated at $602 and is included in the operating budget of the Community Development Department.
ANALYSIS
This is an on-call service program that allows staff to call the contractor to repair damaged asphalt roadway surfaces and ancillary concrete areas throughout the City on an as-needed basis. This helps address areas of lifted or damaged asphalt that emerge throughout the year.
Under this contract, concrete repairs are performed if they are the direct result of the damaged asphalt areas. As such, repairs to adjacent curbs or gutters that have been lifted or damaged due to tree roots are completed in conjunction with the asphalt repairs. In addition, to ensure that the requirements of the City’s tree policies are followed, the specifications provided to the contractor include specific language on restrictions related to construction activities adjacent to existing trees. In accordance with City practices, the City’s Arborist will be notified of all repairs and will provide inspections of the tree roots.
To implement this work, staff will compile information from different sources, using a running list to identify damaged asphalt locations reported by members of the public and observed by City staff. These areas are carefully reviewed, inspected, and prioritized. For implementation purposes, staff prepares a schedule to address the identified locations.
In addition, if any extensive areas of damage are deemed hazardous or need immediate repairs, the contractor will be called to address these repairs promptly. The priority of these locations will continue to be based on the severity of the damage, potential hazards to pedestrians, bicyclists, and/or vehicular traffic, roadway type (arterial, collector, residential, etc.), and the proximity to schools and/or vulnerable populations. It should be noted that the priority list may be subject to change depending on the identification of new locations, or any existing locations on the list that have developed into a potential liability to the City. The development of new locations, or growth of existing areas, may be contributed to by factors such as weather (heavy rain events), high volumes of traffic, type of traffic (such as trucks or buses), or invasive tree root growth.
The Engineering Division issued a Request for Proposals on September 5, 2024. At the close of the advertisement period, four proposals were received from the contractors shown below.
|
On-Call Asphalt Deep Patch and Concrete Repairs Proposals Received |
|
Onyx Paving Company, Inc. |
Anaheim, CA |
|
Horizons Construction Co. Int’l, Inc. |
Orange, CA |
|
We R Builders, Inc. |
Glendale, CA |
|
Hardy & Harper, Inc. |
Lake Forest, CA |
Staff reviewed the proposals based on the following criteria:
• Firm’s Qualifications and References
• Technical Skills and Abilities of Project Team
• Understanding of Project Scope and Issues
• Demonstrated Ability to Meet Required Response Times
• Maintenance Rates/Fees
After reviewing the proposals, staff determined that Hardy & Harper, Inc., offers the most qualified proposal. Hardy & Harper is highly skilled in asphalt and concrete repair services, and their costs are comparable to the other four proposals received. The following chart summarizes the items and applicable unit costs. The total amount of repairs will ultimately be subject to the type and extent of the work necessary to be provided per location. To address the repairs, the running list will be prioritized to ensure the most critical locations are completed within the current budget.
|
Item Description |
Unit Cost |
|
4” deep patch up to 500 square feet |
$29/square foot |
|
4” deep patch over 500 square feet |
$21/square foot |
|
8” deep patch up to 500 square feet |
$36/square foot |
|
8” deep patch over 500 square feet |
$26/square foot |
|
Curb and gutter remove and replace up to 100 linear feet |
$265/linear foot |
|
Curb and gutter remove and replace over 100 linear feet |
$175/linear foot |
|
2” grind and pave up to 500 square feet |
$20/square foot |
|
2” grind and pave over 500 square feet |
$17/square foot |
|
Install thermoplastic striping |
$100/linear foot |
|
Install regular paint |
$80/linear foot |
Hardy & Harper has previously been hired as a City contractor to complete various asphalt and concrete repair projects over the past decade, delivering successful projects. They have demonstrated an increased familiarity with Claremont’s standard operating procedures and have performed previous projects in a prompt, efficient, and professional manner. For those reasons, staff recommends entering into agreement with Hardy & Harper for a one-year term in the amount of $250,000, with an option to extend for an additional one-year term in the amount of $250,000, to complete the implementation of this CIP in alignment with the approved 2024-26 Budget.
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 relates to the following: City Council Priorities, Economic Sustainability Plan, General Plan, and the 2024-26 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 asphalt and concrete repair work 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 paper copy, please contact the City Clerk’s Office.
Submitted by: Prepared by:
Brad Johnson Sarah Reagan, E.I.T.
Community Development Director Assistant Engineer
Reviewed by:
Maria B. Tipping, P.E.
City Engineer