TO: ADAM PIRRIE, CITY MANAGER
FROM: BRAD JOHNSON, COMMUNITY DEVELOPMENT DIRECTOR
DATE: APRIL 8, 2025
Reviewed by:
City Manager: AP
SUBJECT:
Title
AUTHORIZATION TO AMEND THE EXISTING AGREEMENT WITH LAE ASSOCIATES INC. FOR PUBLIC WORKS INSPECTION AND CONSTRUCTION MANAGEMENT FOR THE CITYWIDE 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)
Body
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 included a large scope of work and two different methods of resurfacing: slurry seal and full grind and overlay. As part of the project, all public residential streets located between Arrow Highway and Foothill Boulevard, from Towne Avenue to Indian Hill Boulevard received slurry seal maintenance. In addition, Highpoint Drive and Auto Center Drive received a 2-inch full grind and pave treatment. While included in the original scope, the portion of Indian Hill Boulevard under the I-10 overpass could not be completed with this project and had to be postponed because of the lengthy and time-consuming permitting process with Caltrans.
Due to the large scope of work and the vast project area addressed with this maintenance project, the City Council approved using the consulting firm LAE Associates to provide inspections and construction management to ensure the work was performed properly and according to City Standards.
Over the course of the project, unanticipated tasks were encountered, requiring additional hours from LAE Associates, which were not initially included in their scope of work. These unanticipated tasks required additional hours to address change order work to accommodate Assembly Bill 413 (AB 413), California’s Daylighting Law, by addressing the installation of red curbs at the approach to crosswalks. Additional hours have also been spent attempting to obtain a Caltrans permit for the maintenance work at the I-10 underpass on Indian Hill Boulevard. Unfortunately, the lengthy amount of time that would have been required to obtain the permit did not align with the project schedule, prompting the re-scheduling of this work.
These unexpected tasks required additional hours from LAE to accommodate administrative work with Caltrans and the inspection of added striping work. Staff recommends the City Council approve an amendment to the LAE agreement to add compensation for these additional tasks. Cost savings from the construction contract are recommended to pay for the supplemental services provided by LAE for these tasks.
RECOMMENDATION
Recommended Action
Staff recommends the City Council authorize the City Manager to amend the existing agreement with LAE Associates Inc., to increase compensation by $14,978 using State Gas Tax funds, for a total agreement amount of $159,542, to complete the Citywide Resurfacing Project.
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ALTERNATIVE TO RECOMMENDATION
In addition to the recommendation, there is the following alternative:
• Request additional information from staff.
FINANCIAL REVIEW
LAE’s contract was approved, and the contract was awarded to All American Asphalt for the completion of the Citywide Resurfacing Project. City Council approved these contracts at its May 28, 2024 meeting. LAE’s original contract was approved in the amount of $144,564. The cost to amend the contract with LAE is $14,978. The proposed funding amendment summary is below:
|
LAE Associates Inc. |
$144,564 |
Approved 5/28/2024 |
|
Amendment Request |
$ 14,978 |
Pending CC Approval |
|
Requested Total Authorization |
$159,542 |
Pending CC Approval |
Staff is proposing to use cost savings from the construction portion of the street maintenance project to pay for the supplemental work necessary from LAE. An additional amount of $14,978 is necessary to close out the project, which will bring the total contract amount to $159,542. State Gas Tax is the funding source available from the construction project.
The cost associated with the preparation of this staff report is estimated at $888 and is included in the operating budget of the Community Development Department.
ANALYSIS
On May 1, 2024, the City received four bids for the completion of the Citywide Resurfacing Project, as follows:
|
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 |
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 distress observed on the pavement surface. Staff use the PCI ratings to prioritize street maintenance and to develop maintenance schedules.
The PMS schedule provides both slurry seal and overlay (full grind and pave) maintenance options to be used throughout the City based on the severity of the roadway conditions and the street type. For the Citywide resurfacing project, the areas designated for the two-inch grind and pave were Highpoint Drive, Auto Center Drive, and Indian Hill Boulevard under the I-10 freeway overpass. Unfortunately, the I-10 Freeway portion of the project could not be completed as originally planned due to Caltrans lengthy permitting process. The additional amount of time required to obtain a permit from Caltrans did not align with the schedule for this project. As a result, the maintenance of the underpass had to be postponed and will be combined with an upcoming resurfacing project that will provide street maintenance on First Street from College Avenue to Claremont Boulevard. In addition, this project provided maintenance for all public residential streets located between Arrow Highway and Foothill Boulevard, from Towne Avenue to Indian Hill Boulevard, using slurry seal maintenance method.
On January 1, 2025, California Assembly Bill 413 (AB 413), also known as the “Daylighting to Save Lives” became effective. This law prohibits stopping, standing, or parking within 20 feet of the approach side of marked or unmarked crosswalks to improve visibility and safety. The law does not require painting red curbs to identify the zones. While not required, there were locations that deserved special attention, especially by schools, to better identify the 20-feet approaching marked crosswalks. As a result, staff moved forward with a change order to implement additional striping at the approaches to marked crosswalks. Approximately 780 feet of red curb were installed as part of this effort to identify the restricted on-street parking areas adjacent to marked crosswalks at intersections.
Additionally, staff directed the contractor to remove and replace some of the ladder crosswalk markings within the project area, adjacent to the new red curbs, because they were faded and in need of restoration. There were also efforts by LAE to obtain a permit from Caltrans to complete the maintenance of the Indian Hill Boulevard underpass at the I-10 Freeway. Unfortunately, this lengthy review process did not align with the project schedule, and the maintenance of this area had to be postponed.
LAE spent additional hours verifying applicable striping placements and inspecting the additional work and finished installations, which were not included in the original agreement and scope of work. To compensate for this additional work, a contract amendment is necessary to complete the work and close out the project. Staff recommends the City Council approve an amendment to the agreement to add compensation in the amount of $14,978 for these additional tasks.
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 Planning Documents: Council Priorities, Sustainable City Plan, General Plan, and the 2024-26 Budget.
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act (CEQA).
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 Vincent Ramos
Community Development Director Associate Engineer
Reviewed by:
Maria B. Tipping, P.E.
City Engineer