TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Erick Lee, Public Works Director
Katherine Doherty, City Engineer
Gilbert Ramos, Associate Engineer
SUBJECT:Title
Formally Accept as Complete the Cycle 2 Street Resurfacing Project Encompassing Agnes Road, 27th and 29th Streets; Authorize Filing a Notice of Completion with the County Recorder; Release Retention of $174,471.24 (Public Works Director Lee).
ACCEPT AND AUTHORIZE
Body
_________________________________________________________
RECOMMENDATION:
Staff recommends that the City Council:
1) Formally accept as complete the Cycle 2 Street Resurfacing Project (Project) constructed by Hardy and Harper, Inc.
2) Authorize the filing of the Notice of Completion with the County Recorder; and
3) Approve the release of the retention of $174,471.24 to Hardy and Harper, Inc.
FISCAL IMPLICATIONS:
The construction contract for the Project was awarded for $3,110,000, with an authorized contingency amount of $622,000. Two change orders were executed on the project in the cumulative amount of $379,425, bringing the total amount expended on the contract to $3,489,424.79. Subsequent to acceptance of the work and filing the Notice of Completion, the retention amount of $174,471.24 will be released to the contractor. Any remaining funds will be returned to the Annual Street Resurfacing Program for use on a subsequent project cycle.
BACKGROUND:
The City is responsible for the repair and maintenance of approximately 100 linear street miles that vary in age and condition and require varying treatments periodically in order to maintain them at high standards. Every three years, the City surveys the condition of our streets in a triennial Pavement Management Program Report that prioritizes low-scoring street segments to be resurfaced over three budget years. Based on the 2021 Pavement Management Program Report’s Pavement Condition Index (PCI) rating, the street segments included in this cycle were in the greatest need of attention. The PCI is a numerical index between 0 and 100, where 100 means a newly paved road. The most cost-effective methods available to preserve the life of the pavement for each segment were utilized.
On April 18, 2023, following a competitive bid process, the City Council awarded a construction contract to Hardy and Harper Inc. in the amount of $3,110,000 and authorized a construction contingency for additional work up to $622,000.
DISCUSSION:
The Cycle 2 Street Resurfacing Project construction began in June 2023, and was substantially complete in November 2023. The contractor fulfilled the remaining punch list items and change order work on November 28, 2023. The project scope included the following street segments:
• Agnes Road from Marine Avenue to 29th Street. Agnes Road had a PCI varying from 34 to 42 and is now 100.
• 29th Street from Blanche Road to Agnes Road. 29th Street had a PCI of 41 and is now 100.
• 27th Street from Laurel Avenue to Pacific Avenue. 27th Street had a PCI of 34 and is now 100.
• Flournoy Road South from Valley Drive to 19th Street. Flournoy Road had a PCI of 33 and is now 100.
• Flournoy Road North from Valley Drive to 33rd Street. Flournoy Road had a PCI varying from 28 to 44 and is now 100.
A new sidewalk was also installed on the west side of Flournoy Road between Valley Drive and 25th Street, and bulb-outs were constructed at the intersection of Ardmore Avenue and Flournoy Road as a part of this project for improved pedestrian safety.
Two change orders were necessary to satisfactorily complete the project. Change Order No. 1 included furnishing and installation of shallow water service laterals. Change Order No. 2 accounted for troubleshooting in-road warning lights at 29th Street and Blanche Road, removal of one tree in conflict with the street improvements, additional survey, and reinstallation of parking pads and rolled curbs.
Cycle 2 Street Resurfacing Project
$3,110,000.00 Original Contract for Cycle 2 Street Resurfacing Project
+ $622,000.00 Available Contingency
$3,732,000.00 Total Available Construction Contract Budget
$3,110,000.00 Contracted Work Completed
+ $57,420.00 Change Order #1: Water Service Laterals
+ $322,005.00 Change Order #2: In-Road Warning Lights, Tree Removal, Etc.
$3,489,425.00 Total Contract Work and Change Orders
$3,732,000.00 Total Available Budget
- $3,489,425.00 Total Contract Work and Change Orders
$242,575.00 Total Remaining Budget
Hardy and Harper Inc. has satisfactorily completed all work and is now requesting formal acceptance of the project. The five percent retention amount of $174,471.24 will be released 35 days after the recordation of the Notice of Completion with the County Recorder. All work inspected by Z&K Consultants, Inc. and the Public Works Department was found to be in conformance with the plans and specifications and of good quality.
A warranty inspection, consistent with industry standards, will be conducted in the summer of 2024. Any areas observed during the warranty inspection that require remediation will be repaired at that time. This warranty work is included in the construction contract.
PUBLIC OUTREACH:
On March 30, 2022, the Public Works Department sent a Public Notice notifying residents about the commencement of the design phase and the expected construction phase of the Cycle 2 Street Resurfacing Project. Following that notification, a public meeting was held on April 20, 2022, to review the design plans with the residents and answer questions. A second community meeting was held on September 29, 2022, as a result of further inquiries and information requests from the community.
Construction notices were distributed to area residents by Hardy and Harper, Inc. and the City of Manhattan Beach. City staff maintained regular communication with the adjacent property owners to keep them updated on the project schedule and impacts during construction. Throughout the duration of the project, construction updates were posted on the project-specific page on the City website.
ENVIRONMENTAL REVIEW:
The City reviewed the proposed project for compliance with the California Environmental Quality Act (CEQA) and determined that the project qualified for a Categorical Exemption pursuant to Section 15301 Class 1 (repair and maintenance of existing public facilities, involving negligible or no expansion of use) of the State CEQA Guidelines.
LEGAL REVIEW:
The City Attorney has reviewed this report and determined that no additional legal analysis is necessary.
ATTACHMENT:
1. Location Map