TO: LINDA REICH, CITY MANAGER
FROM: HYE JIN LEE, PE, DIRECTOR OF PUBLIC WORKS
SUBJECT
title
Award a Construction Contract to Gentry Brothers, Inc. for the Citywide Slurry & Pavement Improvements FY2025 Project (NC251).
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RECOMMENDATION
1) Approve the plans and specifications for construction as approved by the Director of Public Works and award a construction contract to Gentry Brothers, Inc., for the Citywide Slurry & Pavement Improvements FY2025 Project (NC251) for $1,663,600; 2) authorize up to $166,360 (10% of the contract amount) for construction contingencies as allowable per the Public Contract Code; and 3) authorize the City Manager to execute the necessary documents on behalf of the City.
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FISCAL IMPACT
Sufficient funds are budgeted in the Fiscal Year 2024-25 Capital Improvement Program (CIP) Budget for the Citywide Slurry & Pavement Improvements FY2025 Project (NC251). Expenditures incurred to date cover administrative soft cost for San Bernardino County Clerk filing and bid advertisement fees.
|
NC251 - Citywide Slurry & Pavement Improvements FY2024-25 Project |
|
Fund |
Adopted Budget |
Expenditures |
Available Budget |
|
100 - General Fund |
$1,268,700 |
$398 |
$1,268,302 |
|
322 - Measure I Fund |
$281,250 |
$0 |
$281,250 |
|
327 - RMRA* Fund (SB1) |
$540,000 |
$0 |
$540,000 |
|
Total Remaining Budget: |
$2,089,552 |
*RMRA = Road Maintenance Rehabilitation Account
CITY OF CHINO MISSION / VISION / VALUES / STRATEGIC ISSUES
The recommendation detailed above further the City’s values and strategic issues that serve as key pillars on which identified priorities, goals, and action plans are built, by fostering:
• Positive City Image
• Superior Customer Service
• Financial Stability
• Responsible Long-Range Planning
|
Revenue: Click or tap here to enter text. |
Expenditure: 3207100 - NC251, 3227190 - NC251, 3277102 - NC251 |
|
Transfer In: Click or tap here to enter text. |
Transfer Out: Click or tap here to enter text. |
BACKGROUND
The Citywide Slurry & Pavement Improvements FY2025 (NC251) scope of work includes crack sealing, slurry sealing, pavement rehabilitation, curb ramp reconstruction, and striping of seven miles of residential street segments in the City. Slurry seal is the application of a mixture of water, asphalt emulsion, aggregate (very small, crushed rock), and additives to an existing asphalt pavement surface. This combined mixture of the emulsion and aggregates represents “slurry.” Slurry serves to seal the pavement surface to help protect the underlying pavement structure and provide a new driving surface. The roads chosen for slurry seal applications generally have low to moderate distress and narrow crack width.
In 2023, crack-sealing was performed in various neighborhoods throughout the City with the intent to return and complete slurry seal treatments at a later date. To increase effectiveness of the slurry treatment, the project will include the use of a Rubber Polymer Modified Slurry (RPMS). This slurry involves adding crumb rubber to a mixture of asphalt emulsion, aggregate, and additives. This type of slurry offers improved crack sealing and a more durable surface.
The project also includes deferred scope of pavement rehabilitation, slurry seal application, and curb ramp reconstruction on streets surrounding Chino High School. On January 5, 2021, the City Council approved a Reimbursement Agreement between the City and the Chino Valley Unified School District (CVUSD) for CVUSD to lead the design and construction of certain off-site street, pedestrian, and utility improvements associated with Chino High School’s reconstruction project. During construction, CVUSD’s contractor identified a discrepancy in the design plans and site conditions that expanded the limits and scope of work. The additional work triggered costly project change orders under the existing contracts. CVUSD and City staff agreed to de-scope certain curb ramps and corresponding pavement work from the contracted work. Both parties agreed that the remaining work would be constructed at a future date to avoid interruptions with the school schedule.
On April 15, 2025, City staff met with the CVUSD Director of Planning, Facilities, Planning & Operations to coordinate the NC251 project scope of work surrounding Chino High School. Construction staging, phasing, and traffic patterns were discussed as well as school activities during the summer. The City agreed to continue coordination with CVUSD throughout the duration of construction to limit disruption to the school.
ISSUES/ANALYSIS
On May 1, 2025, staff solicited an Invitation for Bids (IFB#2025-0007) “Citywide Slurry & Pavement Improvements FY2024-25” on PlanetBids, following City procurement policies. On May 22, 2025, at 10:00 a.m., four (4) bids were received and opened, the results are shown below:
|
Rank |
Contractor |
Business Location |
Bid Amount |
|
1. |
Gentry Brothers, Inc. |
Irwindale, CA |
$1,663,600.00 |
|
2. |
R.J. Noble Company |
Orange, CA |
$1,824,244.64 |
|
3. |
All American Asphalt |
Corona, CA |
$2,102,788.00 |
|
4. |
Hardy & Harper, Inc |
Lake Forest, CA |
$2,201,000.00 |
After evaluation of the bids, staff identified Gentry Brothers, Inc. as the lowest responsive and responsible bidder. Therefore, staff recommends that the City Council award a construction contract for $1,663,600 with Gentry Brothers, Inc. for the Citywide Slurry & Pavement Improvements FY2025 Project (NC251). Staff also recommends that the City Council authorize up to $166,360 (10% of the contract amount) for construction contingencies as allowable per the Public Contract Code. Staff subsequently reviewed the Contractor’s licensing, bonding, references, and list of subcontractors submitted for the project, and found all bid submittal documentation to be in order. The estimated project construction costs are itemized below:
|
Project Task |
Vendor |
Total |
|
Construction |
Gentry Brothers, Inc. |
$1,663,600 |
|
10% Construction Contingency (1) |
As allowable per Public Contract Code |
$166,360 |
|
Geotechnical Engineering Services (2) |
Geo-Advantec |
$38,930 |
|
Overtime Inspections (3) |
City Staff |
$5,000 |
|
Estimated Total Construction Cost: |
$1,873,890 |
Note: (1) Note that, as in all the City's public works contracts, the contract itself provides the Director of Public Works authority to issue change orders of up to 10% of the original contract amount. When the Council approves the contract, it approves this authority. Ten percent is generally considered within the normal range of changed conditions on a public works construction project and, by providing change order authority upfront, Council helps to reduce the possibility of delay on a construction project.
(2) This agreement was processed administratively under the City Manager’s approval in accordance with the City’s procurement policy.
(3) Overtime Inspection costs include but are not limited to potentially eight (8) weekend working days. This accounts for potential weekend work, if necessary, around Chino High School.
This project is exempt from the California Environmental Quality Act (CEQA) according to Section 15301 of the CEQA Guidelines - Existing Facilities, which includes the operation, repair, and maintenance of highways, streets, sidewalks, gutters, bicycle and pedestrian trails, and other similar facilities. In compliance with CEQA Guidelines, a Notice of Exemption was filed with the San Bernardino County Recorder’s Office at a cost of $50 prior to the advertisement for bids.
Attachments: Exhibit A - Project Location Map
Exhibit B - Construction Agreement (Gentry Brothers, Inc.)