CC - Item 4H - Accept Completed Improvements and Authorize the Filing of a Notice of Completion for City Project No. 21851 - Roadway Rehabilitation Improvements along Strathmore Avenue and Virginia StreetROSEMEAD CITY COUNCIL
STAFF REPORT
TO: THE HONORABLE MAYOR AND CITY COUNCIL
FROM: BEN KIM, CITY MANAGER J r,^-
DATE: MARCH 25, 2025
SUBJECT: ACCEPT COMPLETED IMPROVEMENTS AND AUTHORIZE THE
FILING OF A NOTICE OF COMPLETION FOR CITY PROJECT NO.
21851 — ROADWAY REHABILITATION IMPROVEMENTS ALONG
STRATHMORE AVENUE AND VIRGINIA STREET
SUMMARY
On December 10, 2024, the City Council approved the award of a construction contract to Terra
Pave, Inc. for roadway repairs and resurfacing along Strathmore Avenue and Virginia Street. The
total construction budget for the project, including 10% for construction management and
inspection services and 10% construction contingency was $273,480.00. The project's primary
objective was to address the repair of various persistent road depressions along these roadways.
Additionally, the project included street rehabilitation work, including but not limited to, sub -base
compaction, asphalt resurfacing (removal of the existing asphalt and overlaying new asphalt), and
the installation of pavement markers and roadway striping. Staff has accepted the completed
improvements and is seeking City Council authorization to file a Notice of Completion for
recordation and release retention funds.
BACKGROUND
In April 2024, the Public Works Engineering Division received reports of roadway depressions at
the intersection of Strathmore Avenue and Virginia Street. After reviewing maintenance records,
staff found that the roadway segments had been repaired for similar depressions in the past. To
determine the cause, staff initiated a thorough investigation. Staff conducted a comprehensive
review of nearby utilities and conducted a geotechnical study of the depressed areas.
The investigation revealed that the roadway depressions were caused by poor trench compaction
during the installation of a storm drain mainline along Virginia Street onto Strathmore Avenue in
2007. Based on the findings, staff prepared detailed plans and specifications for the repair of the
depressed trench areas. These plans included removing the street asphalt and overlaying the road.
On November 19, 2024, the City published a Notice Inviting Bids, and bids received were publicly
opened on Wednesday, December 4, 2024. After careful review, the City Council awarded the
construction contract to Tera Pave, Inc. on December 10, 2024, for a total base bid amount of
$227,900.00.
AGENDA ITEM 4.11
City Council Meeting
March 25, 2025
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DISCUSSION
The roadway improvements along Strathmore Avenue and Virginia Street included approximately
4,500 square feet of excavation for the trench repairs, approximately 32,000 square feet of asphalt
resurfacing, sewer manhole adjustments, water valve and gas valve adjustments, and installation
of pavement markers and roadway striping.
During construction, unforeseen conditions were encountered along Virginia Street, north of
Strathmore Avenue. These conditions included localized sub -grade deficiencies, characterized by
soft soils and loose base material, resulting from cold milling the area. The deficiencies were
deemed significant and necessitated repairs. Consequently, an additional three segments of
Virginia Street (300 square feet) were added to the contract via change order for repair. This
involved removing the soft soils and loose base material, followed by compaction before final
roadway paving. The sub -grade repairs required an increase in compaction and material testing
costs, initially set at $6,724.00. These costs exceeded the initial estimate by $3,265.50.
Furthermore, the extra construction work for the 300 square -foot sub -base repairs amounted to
$12,206.00.
The additional costs incurred due to compaction, material testing, and sub -base repairs were
covered within the 10% contingency for construction materials and inspections. Despite this
exceedance, the overall construction expenditures remained below the City Council's authorized
amount of $273,480. Consequently, the project resulted in $21,871.50 in unexpended authorized
funds.
The project has been deemed substantially complete, and all improvements have been accepted by
staff.
STAFF RECOMMENDATION
It is recommended that the City Council:
1. Accept completed project improvements for the Strathmore Avenue and Virginia Street
Roadway Rehabilitation - Project No. 21851 as performed by Terra Pave, Inc. with the
final expenditure amount of $251,608.50; and
2. Authorize the recordation of Notice of Completion with the Los Angeles County
Recorder and the release of retention funds 35 days thereafter.
FINANCIAL IMPACT
The following is the breakdown of the construction phase authorized budget versus actual
expenditures:
Authorized Construction Budget
Construction Contract
$227,900.00
Contingency + CM and Inspection
$45,580.00
Total Authorized
$273,480.00
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City Council Meeting
March 25, 2025
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Actual Expenditures
Construction Expenditures(including contract change orders
$235,556.00
Construction Management Expenditures
$6,063.00
Compaction and Material Testing Expenditures
$9,989.50
Total Expenditures
$251,608.50
STRATEGIC PLAN IMPACT
The project aligned with the City of Rosemead's Strategic Plan Goal C - Infrastructure and
Facilities, which is to enhance streets, sidewalks, and public infrastructure; coordinate with
relevant utility agencies regarding safety and enhancements; and modernize facilities by expanding
the use of wireless network technology and renewable energy.
Submitted by:
Gutierrez, Urector of