TO: LINDA REICH, CITY MANAGER
FROM: HYE JIN LEE, PE, DIRECTOR OF PUBLIC WORKS
SUBJECT
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Notice of Completion with Hardy & Harper, Inc. for the Yorba Avenue Street Improvements (ST233) and Local Street Rehabilitation FY 2024 (ST241).
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RECOMMENDATION
1) Accept Yorba Avenue Street Improvements (ST233) and Local Street Rehabilitation FY 2024 (ST241) with Hardy & Harper, Inc., Contract No. 2024-204 as complete;
2) Authorize the Director of Public Works to file the Notice of Completion on behalf of the City of Chino; and
3) Authorize the release of retention funds following the 35-day lien period.
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FISCAL IMPACT
Projects ST233 and ST241 were combined and advertised together due to similar scope of improvements. The combined projects were completed within the Council approved budget for each scope of work. All unused project funds will be returned to the appropriate fund balances.
Following the release of retention funds, the City will invoice the City of Pomona for reimbursement of all applicable contract expenses per terms of the reimbursement agreement No. 2024-286 in the amount of $109,901.
CITY OF CHINO MISSION / VISION / VALUES / STRATEGIC ISSUES
The recommendation detailed above furthers 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
• Financial Stability
• Responsible Long-Range Planning
• Public Service Excellence through Internal and External Partnerships
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Revenue: 3207100 - 59355 |
Expenditure: |
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BACKGROUND
Project ST233 improvements included sidewalk connectivity, curb and gutter installation, and asphalt pavement rehabilitation on Yorba Avenue from Chino Avenue to Schaefer Avenue. Project ST241 improvements included asphalt pavement 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. Projects ST233 and ST241 were combined and advertised together due to similar scope of improvements and to potentially reach a more competitive price for several bid items.
On February 6,2024, the City Council awarded construction contract No. 2024-204 to Hardy & Harper Inc., Lake Forest, CA for Yorba Avenue Improvements (ST233) and the Local Street Rehabilitation FY 2024 (ST241) for $3,195,550.00. Additionally, the City Council authorized expenditures of up to $319,555.00 (10% of the construction contract) for project contingencies, bringing the total not-to-exceed contract amount to $3,515,105.00.
On June 18, 2024, Chino City Council approved a Cooperative Reimbursement Agreement with the City of Pomona for an amount not-to-exceed $139,801 for Chino to complete pavement improvements within City of Pomona right-of-way. To complete the added scope in City of Pomona right-of-way, Chino City Council approved Contract Change Order (CCO) No. 1 with Hardy & Harper, Inc. in the amount of $109,901 for a revised total contract amount of $3,305,451. The added scope of CCO No. 1 included pavement rehabilitation of Walnut Avenue from Reservoir Street to the Easterly City boundary, within City of Pomona limits. Staff negotiated a cost-savings of $29,900 to complete the work within City of Pomona right-of-way. As a result, a total of $109,901 will be invoiced to the City of Pomona consistent with the Cooperative Agreement for reimbursable expenses.
On September 17, 2024, City Council approved CCO No. 2 with Hardy & Harper, Inc. in the amount of $923,990.64 for a revised not-to-exceed total contract amount of $4,229,441.64. The added scope of CCO No. 2 included underground utility investigation, emergency waterline repair, intersection reconstruction at Ramona Avenue and Marigold Drive, asphalt pavement rehabilitation on Ramona Avenue from Chino Avenue to Schaefer Avenue, waterline replacement at Dahlia Road, and necessary traffic control along Ramona Avenue to complete the work.
On April 8, 2025, City staff initiated CCO No. 3 to reconcile construction quantities, which reduced the total contract amount for the project by $40,652.30.
ISSUES/ANALYSIS
All work has been completed per the terms of the original construction contract and approved change orders. The following is a summary of the final accounting of construction costs.
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ST233 Yorba Avenue Street Improvements & ST241 Local Street Rehabilitation FY 2024 |
Contract |
Contingency |
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Original Contract & Contingency |
$3,195,550.00 |
$319,555.00 |
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Contract Change Order No. 1 |
$109,901.00 |
$0 |
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Contract Change Order No. 2 |
$923,990.64 |
$0 |
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Contract Change Order No. 3 |
- ($40,652.30) |
$0 |
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Final Contract Amount & Unused Contingency |
$4,188,789.34 |
$319,555.00 |
Hardy & Harper, Inc. has complied with the terms of the contract. A Notice of Completion has been prepared for filing with the San Bernardino County Recorder’s Office. The retention funds will be released following a 35-day lien period.
Attachments: Exhibit A - Projects Location Map
Exhibit B - Notice of Completion (Hardy & Harper inc.)