7/20/2021 - AGENDA ITEM 3 - CONSIDERATION OF ACCEPTANCE OF PUBLIC IMPROVEMENTS FOR FISCAL YEAR 2019-20 RESIDENTIAL STREET REHABILITATION PROGRAM - PROJECT NO. 20011AGENDA ITEM NO.3
AGENDA STAFF REPORT
City of West Covina I Office of the City Manager
DATE: July 20, 2021
TO: Mayor and City Council
FROM: David Carmany
City Manager
SUBJECT: CONSIDERATION OF ACCEPTANCE OF PUBLIC IMPROVEMENTS FOR FISCAL
YEAR 2019-20 RESIDENTIAL STREET REHABILITATION PROGRAM — PROJECT
NO.20011
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Accept project completion of Fiscal Year 2019-20 Residential Street Rehabilitation Program (Project
No. 20011) as performed by Gentry Brothers, Inc. with a final contract amount of $988,678.33; and
2. Authorize the recordation of Notice of Completion with the Los Angeles County Recorder and the
release of retention funds 35 days thereafter.
DISCUSSION:
On April 7, 2020, the City Council awarded a contract to Gentry Brothers, Inc., in the amount of $969,070.55
for Fiscal Year 2019-20 Residential Street Rehabilitation Program. The project included asphalt coldmill and
overlay, construction of slurry seal, concrete curb ramps, installation of signage and striping at various
locations Citywide. The project also included traffic safety improvements at Cameron Avenue and Citrus
Street.
The City Council also authorized the City Manager to approve change orders in an amount not to exceed
$145,360.60 (15% of awarded contract) for unanticipated project costs. The total established construction
budget was $1,114,431.15.
All required improvements were constructed in conformance with the approved plans and specifications. The
project was substantially completed on May 30, 2021, within the project schedule. The final contract amount
was $988,678.33, within the approved project budget. The City retains five percent (5%) of each payment to
the contractor as retention to ensure payment to subcontractors and material suppliers before final payment to
the contractor. The City Council's acceptance of the project and the City's recordation of the Notice of
Completion trigger timeframes within which subcontractors or material suppliers must file claims for payment
if they have not been paid by the general contractor. If no claims are filed within 35 days of the filing of the
Notice of Completion, the City will release retention and any remaining amount due to the contractor.
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OPTIONS:
The City Council has the following options:
1. Approve Staffs recommendation; or
2. Provide alternative direction.
Prepared by: Okan Demirci, PE, CIP Manager
Fiscal Impact
FISCAL IMPACT:
The following table shows the total budget approved and actual costs for this project.
No.
Item
Budget Approved
Actual Cost
1.
Construction Contract
$969,070.55
$969,070.55
2.
Contingency
$145,360.60
$19,607.78
3.
Construction Management and Inspection
$111,443.00
$94,075.00
Total
$1,225,874.14
$1,082,753.33
Funding for this project came from the following source:
Project No.
Funds
Account
Number
Budgeted
Amount
20011
SB-1 Funds
20011.124.7200
$515,553.33
20011
General Fund Transfer (MOE)
20011.124.7200
$567,200.00
Total
$1,082,753.33
CITY Maintain and Enhance City Facilities and Infrastructure
COUNCIL Enhance the City Image and Effectiveness
GOALS & Protect Public Safety
OBJECTIVES:
212