TO: LINDA REICH, CITY MANAGER
FROM: HYE JIN LEE, PE, DIRECTOR OF PUBLIC WORKS
SUBJECT
title
Approve an Additional Appropriation of $705,400 and a Construction Change Order No. 2 with Hardy & Harper, Inc. for the Street Rehabilitation FY2023-24 Project (ST241).
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RECOMMENDATION
recommendation
1) Appropriate $705,400 to the Transportation Fund (320), with a corresponding year-end transfer in the same amount from General Fund (100) reserves; 2) approve Change Order No. 2 for $923,990.64 with Hardy & Harper, Inc., Lake Forest, CA (Contract No. 2024-204) for the Street Rehabilitation Fiscal Year 2023-24 Project (ST241) for a revised total project contract amount not-to-exceed $3,086,241.64 for the specific project (ST241); and 3) authorize the City Manager to execute all necessary documents on behalf of the City.
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FISCAL IMPACT
The Street Rehabilitation FY2023-2024 Project (ST241) requires an appropriation of $705,400 to the Transportation Fund (320) with a corresponding year-end transfer in the same amount from the General Fund (100) reserves. Project (ST241) will have a revised total project budget of $6,896,727. Contingency will not be used for Change Order No. 2 and will remain at the original amount of $205,235. Note: (Contract 2024-204) is for two projects, but this report is only adjusting Project ST241.
|
TOTAL PROJECT BUDGET - ST241 |
|
Funding Source |
Adopted Budget |
Additional Appropriation |
Revised Project Budget |
|
Fund 320 - Transportation |
$3,754,327.00 |
$705,400.00 |
$4,459,727.00 |
|
Fund 322 - Measure I |
$500,000.00 |
$0 |
$500,000.00 |
|
Fund 327 - RMRA (SB 1) * |
$1,937,000.00 |
$0 |
$1,937,000.00 |
|
TOTALS: |
$6,191,327.00 |
$705,400.00 |
$6,896,727.00 |
*Note: Road Maintenance and Rehabilitation Account (RMRA) is part of the gasoline tax passed as part of Senate Bill 1 (SB 1).
|
TOTAL PROJECT COSTS - ST241 |
|
Contractor |
Contract Amount |
Contingency |
Total Cost |
|
*Hardy & Harper (2024-204) |
$2,162,251.00 |
$205,235.00 |
$2,367,486.00 |
|
**Hardy & Harper (Change Order 2) |
$923,990.64 |
$0 |
$923,990.64 |
|
*CT&T Concrete (2024-268) |
$2,458,201.07 |
$245,821.00 |
$2,704,022.07 |
|
Construction Management |
$468,996.00 |
$0 |
$468,996.00 |
|
Geotechnical Engineering Services |
$95,370.00 |
$0 |
$95,370.00 |
|
Design Engineering Services |
$46,688.00 |
$0 |
$46,688.00 |
|
Overtime Inspection (City Staff) |
$10,000.00 |
$0 |
$10,000.00 |
|
Champion Newspaper (Public Notice Inviting Bids) |
$174.00 |
$0 |
$174.00 |
|
Pilot Program - ADA Ramps |
$280,000.00 |
$0 |
$280,000.00 |
|
TOTALS: |
$6,445,670.71 |
$451,056.00 |
$6,896,726.71 |
*Only includes a portion of Contract for Project ST241
**Pending Council Approval
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
• Responsible Long-Range Planning
• Effective Technology
|
Revenue: |
Expenditure: 3207100 -40010- 48005 - ST241 |
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Transfer In: |
Transfer Out: |
BACKGROUND
Per the Citywide Pavement Rehabilitation Pilot Program presented to the City Council on July 18, 2023, the City has phased pavement rehabilitation work into two stages with separate contracts for concrete work and asphalt work. The Local Street Rehabilitation FY 2024 Project, ST241, therefore has encumbered funds for the construction contract awarded to Hardy & Harper, Inc. on February 6, 2024, for asphalt work, and the construction contract awarded to CT&T Concrete Paving, Inc. on May 21, 2024, for concrete work.
On February 6, 2024, the City Council awarded a construction contract to Hardy & Harper, Inc., Lake Forest, CA for the Local Street Rehabilitation Fiscal Year (FY) 2024 Project (ST241) for $2,052,350. As allowable per the Public Contract Code, the Council also authorized the Director of Public Works authority to issue change orders of up to 10% of the original contract amount. 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.
On June 18, 2024, City Council approved Contract Change Order (CCO) No. 1 with Hardy & Harper, Inc. for Project ST241 in the amount of $109,901 for a revised not-to-exceed contract amount of $2,162,251. The CCO added pavement rehabilitation of Walnut Avenue from Reservoir Street to the easterly City boundary, within City of Pomona limits. The City of Chino entered into a Cooperative Reimbursement Agreement with the City of Pomona such that Chino would be reimbursed for this additional work. Once the Notice of Completion (NOC) has been executed, the City of Pomona will reimburse the City.
The scope of work for Project ST241 under the contract with Hardy & Harper, Inc. includes street rehabilitation and striping modifications on 7th Street between D Street and Washington Avenue, trench repair work along the median of Ramona Avenue, as well as rehabilitation of several industrial streets in the central part of the City such as Cheyenne Way, Iroquois Place, Arapahoe Place, Bell Court, and Faraday Court. The scope of work for CT&T Concrete Paving includes construction of sixty-seven (67) curb ramps and 10 alley approaches throughout the City. (See Exhibit A-1 and A-2 for location maps for this work).
ISSUES/ANALYSIS
A component of Project ST241 includes trench backfill repair along the median of Ramona Avenue for 1,005 lineal feet from approximately north of Dahlia Road to south of Marigold Drive, due to historical settlement of the roadway. On June 3, 2024, Hardy & Harper’s subcontractor began to perform pothole investigations of the underground utilities in the Ramona Avenue median as part of the trench repair contract work. During the pothole investigation of the street, an 8-inch water main was ruptured at the intersection of Marigold Drive and Ramona Avenue.
The force of the water main break caused soil heaving several inches of pavement uplift in the intersection and an approximate 200-ft reach of pavement surrounding the break. Further, a section of roadway surrounding the break collapsed due to a large void created underneath the pavement. The City closed Ramona Avenue between Chino Avenue and Schaefer Avenue for safety concerns, allowing only local business and residential access. The City directed the contractor to immediately repair the waterline so that service to the City’s affected residential customers could be restored. The waterline repair work was completed on June 5, 2024.
The City procured an on-call geotechnical firm to perform a subsurface investigation of the roadway’s condition to delineate the extent of damages and provide recommendations for repairs. At the City’s request, the contractor also performed a ground penetrating radar (GPR) investigation of the street subsurface. This method provides a safe, fast, and accurate mapping tool for locating underground anomalies, such as voids, that cannot be visually detected above ground without coring, cutting, or drilling. The GPR investigation was completed on July 11, 2024.
Based on the geotechnical report recommendations for pavement repair and the results of the GPR investigation, the City provided direction to the contractor to restore the roadway to facilitate the opening of Ramona Avenue to through traffic. Pavement reconstruction at the intersection of Ramona Avenue & Marigold Avenue was completed by Hardy & Harper on July 27, 2024, and subsequently, Ramona Avenue was re-opened to motorists.
Due to the concerns with the condition of the aging water main crossing at Dahlia Road and Ramona Avenue, the City requested Hardy & Harper, Inc. to replace a segment of 8-inch pipe. The pipeline replacement was completed on August 2, 2024.
At a community meeting held with the neighboring residents and businesses on July 18, 2024, homeowners brought up concerns about the noise of truck traffic on Ramona Avenue and the overall appearance of the roadway with patches being introduced by the repair work and improvements recently constructed by a development project. To mitigate these comments and concerns, City staff has agreed to have Hardy & Harper rehabilitate Ramona Avenue with a 3-inch grind and overlay between Chino Avenue and Schaefer Avenue. Hardy and Harper will also provide additional repair work at the approaches of Chino Avenue and Schaefer Avenue to address some of the warped asphalt caused by truck traffic, restripe the length of the street, install new traffic signal loops, adjust water valves, and utility manholes. This final work is tentatively scheduled to occur the week of October 14, 2024.
Additional costs being requested related to the water main break and repairs, and Ramona Avenue paving are summarized as follows:
|
Item |
Amount |
Contractor |
|
Ramona Ave. at Marigold Waterline Repair |
$53,328.84 |
Hardy & Harper, Inc. |
|
GPR Investigation |
$7,911.33 |
Hardy & Harper, Inc. |
|
Ramona Ave. at Marigold Dr. Street Reconstruction |
$153,162.00 |
Hardy & Harper, Inc. |
|
Ramona Ave Pavement Rehabilitation (Chino Ave. to Schaefer Ave.) |
$660,990.00 |
Hardy & Harper, Inc. |
|
Ramona Ave. at Dahlia Rd. Waterline Replacement |
$26,657.92 |
Hardy & Harper, Inc. |
|
Ramona Ave. Street Closure Traffic Control |
$21,940.55 |
Hardy & Harper, Inc. |
|
Total: |
$923,990.64 |
|
Contract Change Order No. 2 with Hardy & Harper, Inc.
Hardy & Harper, Inc. is performing the work per the terms of the contract. Change Order No. 2 work has been completed, except for the Ramona Avenue Pavement Rehabilitation to be completed in October and will be processed for execution upon City Council’s approval.
Staff recommends the City Council approve Change Order No. 2 for $923,990.64 with Hardy & Harper, Inc., Lake Forest, CA (Contract No. 2024-204) for the Street Rehabilitation Fiscal Year 2023-24 Project (ST241) for a revised total contract amount not-to-exceed $3,086,241.64. Note that the remaining contingency amount will be preserved for unforeseen work and final balancing bid items.
Attachments: Exhibit A - Project Location Map
Exhibit B - Contract Change Order No. 2