Public Works Agency
www.santa-ana.org/public-works
Item # 19
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
May 21, 2024
TOPIC: Local Street Preventative Maintenance FY 2023-24
AGENDA TITLE
Construction Contract to All American Asphalt in the Amount of $2,558,098 for the Local Street Preventative Maintenance FY 2023-24 Project with an Estimated Project Delivery Cost of $3,198,098 (Project No. 24-6907) (Non-General & General Fund)
RECOMMENDED ACTION
1. Authorize a budget allocation of unspent Measure M2 and General Fund funding from Local Street Preventative Maintenance FY 2021-22 and 2022-23 for a total of $379,252 to the Local Street Preventative Maintenance FY 2023-24 Project, completing the project’s funding requirement.
2. Award a construction contract to All American Asphalt, the lowest responsible bidder, in accordance with the base bid in the amount of $2,558,098, subject to change orders (not to exceed 25% of the base bid amount) in accordance with the Greenbook: Standard Specifications for Public Works Construction, for a term beginning May 21, 2024 and ending upon project completion, and authorize the City Manager to execute the contract.
3. Approve the Project Cost analysis for a total estimated construction delivery cost of $3,198,098, which includes $2,558,098, for the construction contract, $384,000 for contract administration, inspection, and testing, and a $256,000 project contingency for unanticipated or unforeseen work.
4. Approve an appropriation adjustment recognizing $40,846 in Measure M-Street Construction, Prior Year Carry Forward revenue account (03217002-50001) and appropriate to the Measure M2 Local Fairshare St, Improvements Other Than Buildings expenditure account (03217662-66220). (Requires five affirmative votes)
5. Approve an amendment to the Fiscal Year 2023-24 Capital Improvement Program to include $40,846 in construction funds for the Local Street Preventative Maintenance FY 2023-24 Project.
Local Street Preventative Maintenance FY 2023-24
May 21, 2024
4 2
6 8
6. Determine that the project is exempt from further review pursuant to the California Environmental Quality Act, as Categorical Exemption Environmental Review No.
ER-2024-8 was filed for Project 24-6907.
GOVERNMENT CODE §84308 APPLIES: No
DISCUSSION
The City's Pavement Management Program has been developed to identify the preventive maintenance requirements for the City's street network. The local street segments (Exhibits 1 and 2) recommended for the Fiscal Year 2023-24 Local Street Preventative Maintenance Capital Improvement Project have been identified as high priority for slurry seal and preventative maintenance. The recommended work consists of localized replacement of asphalt concrete pavement, cold mill, asphalt overlay, slurry seal, crack sealing, striping, signage, and replacement of damaged concrete curbs, gutters, sidewalks, and curb ramps. Once completed, these improvements will improve the City's overall pavement condition, enhance the visual appearance of the street, upgrade ride quality, drainage, and support compliance with Americans with Disabilities Act (ADA) standards.
Public Outreach and Contractor Participation
To provide an opportunity for local vendors to submit bids, the City notified a total of 42 regional vendors via PlanetBids, many of which are Santa Ana based. Furthermore, staff specifically reached out to Santa Ana vendors to encourage their participation in bids. A total of five bids were received. No bids were received from any Santa Ana contractors.
As legally required, a Notice Inviting Bids was advertised in the Orange County Register newspaper on March 6 and March 11, 2024. The project was also advertised in PlanetBids from March 13 through 27, 2024. Bids were received electronically via PlanetBids on March 27, 2024.
Bid Results Summary
Rank Bidder’s Name Location Base Bid
1 All American Asphalt Corona, CA $2,558,098
2 Onyx Paving Company, Inc. Anaheim, CA $2,582,000
3 Hardy & Harper, Inc. Lake Forest, CA $2,641,000
4 R.J. Noble Company Corona, CA $2,649,003
5 Excel Paving Co. Long Beach, CA $2,917,384
Local Street Preventative Maintenance FY 2023-24
May 21, 2024
4 2
6 8
A total of five bids were received and all were deemed responsive. All American Asphalt submitted the lowest responsive base bid in the amount of $2,558,098 (Exhibit 3). As specified in the bid documents, the lowest bid shall be determined on the basis of the Base Bid. Based on the bid analysis and a contractor’s reference check, staff recommends awarding the construction contract to All American Asphalt for the base bid of $2,558,098 (Exhibit 4), excluding the alternate bid.
All American Asphalt has previously performed work as a prime contractor in the City of Santa Ana within the last five years, most recently completing the Local Street Preventative Maintenance FY 2021-22 Project and the 17th Street Improvement Project.
A reference check was made with staff and good reviews were received regarding the quality of work performed by the contractor on previous projects.
Project Delivery
To deliver a complete project, in addition to the construction contract, the estimated total project delivery cost includes construction administration, inspection, and testing, along with an allowance for contingencies to account for unexpected or unforeseen conditions. Construction administration and inspection includes construction management and implementation of the labor requirements. As indicated in the Cost Analysis (Exhibit 5) and as summarized in the table below, the estimated total construction delivery cost of the project is $3,198,098.
Project Item Total
Construction Contract Bid Amount $2,558,098
Construction Administration, Inspection, Testing $ 384,000 Project Contingencies $ 256,000
TOTAL ESTIMATED CONSTRUCTION DELIVERY COST $3,198,098
ENVIRONMENTAL IMPACT
In accordance with the California Environmental Quality Act, the recommended actions are exempt from further review. Categorical Exemption Environmental Review No. ER- 2024-8 was filed for Project 24-6907.
FISCAL IMPACT
As indicated in the Cost Analysis, the estimated total construction delivery cost of the project (24-6907) is $3,198,098, which includes construction, contract administration, inspection, testing, and authorized contingencies of $256,000. All funds are available for expenditure in Fiscal Year 2023-24 Capital Improvement Program (Exhibit 6). However, any remaining balances not expended at the end of the fiscal year will be carried forward into FY 2024-25. A proposed carry-over of unspent funds will be presented to the City Council for the FY 2024-25 portion of this contract.
The proposed contract enables Staff to authorize a construction cost increase of up to 25% if necessary for contingencies. Staff expect to utilize other available Public Works Local Street Preventative Maintenance FY 2023-24
May 21, 2024
4 2
6 8
appropriations if a contingency becomes necessary to complete the project. If there are no other available appropriations, then Staff will return to the City Council with a project update and recommendations.
The following table summarizes the funds budgeted for expenditure to deliver the construction of this project:
Fiscal
Year
Accounting
Unit - Account
No.
(Project No.)
Fund
Description
Accounting Unit,
Account No.
Description
Amount
Original Budget
2023-24
03217662-
66220
(24-6907)
Measure M-
Street
Construction
Measure M2 Local
Fairshare St,
Improvements Other
Than Buildings
$2,778,000
Appropriation Adjustment
2023-24
03217662-
66220
(24-6907)
Measure M-
Street
Construction
Measure M2 Local
Fairshare St,
Improvements Other
Than Buildings
$40,846
Budget Reallocation
2023-24
03217662-
66220
(From 22-6907
to 24-6907)
Measure M-
Street
Construction
Measure M2 Local
Fairshare St,
Improvements Other
Than Buildings
$86,170
2023-24
03217662-
66220
(From 23-6907
to 24-6907)
Measure M-
Street
Construction
Measure M2 Local
Fairshare St,
Improvements Other
Than Buildings
$293,082
Budget Reallocation Subtotal $420,098
Total $3,198,098
EXHIBIT(S)
1. Location Map
2. Construction Plans
3. Bid Proposal
4. Construction Contract
5. Cost Analysis
6. FY 2023-24 Capital Improvement Program Sheet
Local Street Preventative Maintenance FY 2023-24
May 21, 2024
4 2
6 8
Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency Approved By: Alvaro Nuñez, Acting City Manager