Public Works Agency
www.santa-ana.org/public-works
Item # 25
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
August 20, 2024
TOPIC: Grand Avenue Rehabilitation from McFadden Avenue to First Street
AGENDA TITLE
Award a Construction Contract to All American Asphalt for the Grand Avenue Rehabilitation from McFadden Avenue to First Street Project (Project No. 23-6702) (Non-General Fund)
RECOMMENDED ACTION
1. Approve an appropriation adjustment recognizing $972,882 in Coronavirus Response and Relief Supplemental Appropriations Act (CRRSAA) grant from Select Street Construction, State Grant-Direct revenue account and appropriate the same amount into the Select Street Construction, Improvements Other Than Buildings, expenditure account. (Requires five affirmative votes.)
2. Approve an appropriation adjustment recognizing $676,000 of prior-year fund balance from Special Gas Tax, Prior Year Carry Forward and Select Street Construction, Transfer from Fund 029 revenue accounts and appropriate the same amount into the Gas Tax Interfund Transfer, Transfer to Fund 059 and HUTA 2103 Gas Tax, Improvements Other Than Buildings, expenditure account. (Requires five affirmative votes.)
3. Approve an appropriation adjustment to transfer $30,907 from Roadway Maintenance, Improvements Other Than Buildings, Transfer from Fund 029 revenue accounts and appropriate the same amount into the Gas Tax Interfund Transfer, Transfer to Fund 059 and Select Street Construction, Improvements Other Than Buildings, Improvements Other Than Buildings, Improvements Other Than Buildings, expenditure account. (Requires five affirmative votes.)
4. Authorize a budget reallocation of $44,590 in unspent funds from the Santa Clara Avenue Bike Lane from Lincoln Avenue to Tustin Avenue Project (No. 23-6997) and $30,907 from Omnibus Concrete Program Support Project (No. 22-6970) to construction funds for the Grand Avenue Rehabilitation from McFadden Avenue to First Street Project (No. 23-6702).
5. Approve an amendment to the Fiscal Year 2024-25 Capital Improvement Program (CIP) to include $972,882 from Select Street Construction funds, $676,000 from
Grand Avenue Rehabilitation from McFadden Avenue to First Street August 20, 2024
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HUTA 2103 Gas Tax funds, and $75,497 in unspent funds from projects 22-6970 and 23-6997, for the Grand Avenue Rehabilitation from McFadden Avenue to First Street Project.
6. Approve the Project Cost analysis for a total estimated construction delivery cost of $2,242,499, which includes $1,793,999, for the construction contract; $269,100 for contract administration, inspection, and testing; and a $179,400 project contingency for unanticipated or unforeseen work.
7. Award a construction contract to All American Asphalt, the lowest responsible bidder, in accordance with the base bid in the amount of $1,793,999, subject to change orders in accordance with the Greenbook: Standard Specifications for Public Works Construction, for term beginning August 20, 2024, and ending upon project completion, and authorize the City Manager to execute the contract.
8. Determine that, pursuant to the California Environmental Quality Act, the recommended actions are exempt from further review. Categorical Exemption Environmental Review No. ER-2023-29 was filed for Project 23-6702.
GOVERNMENT CODE §84308 APPLIES: No
DISCUSSION
The Public Works Agency’s Engineering Services Division (PWA) is responsible for managing the City’s roads and transportation network. The section of Grand Avenue between McFadden Avenue and First Street (Exhibit 1) was identified in needing rehabilitation and was programmed into the Capital Improvement Project (CIP). In addition to Senate Bill 1 Funding, the City received funding from the Coronavirus Response and Relief Supplemental Appropriations Act (CRRSAA) for the Grand Avenue Rehabilitation from McFadden Avenue to First Street. The scope of work includes restoring asphalt pavement, curb and gutter, driveway approaches, utility adjustments, traffic loops, and signing, and striping. Once completed, these improvements will improve the 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 58 regional vendors via PlanetBids, many of which are Santa Ana-based. A total of six 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 June 17 and June 21, 2024. The project was also advertised in PlanetBids from June 13 through July 3, 2024. Bids were received electronically via PlanetBids on July 3, 2024.
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Bid Results Summary
Rank Bidder’s Name Location Base Bid
1 All American Asphalt Corona, CA $1,793,999
2 Hardy & Harper, Inc. Lake Forest, CA $1,950,000
3 R.J. Noble Company Corona, CA $2,067,735
4 DOJA, Inc. Ontario, CA $2,160,000
5 Excel Paving Co. Long Beach, CA $2,184,140
6 Onyx Paving Company, Inc. Anaheim, CA $2,488,000
A total of six bids were received and all were deemed responsive. All American Asphalt submitted the lowest responsive base bid in the amount of $1,793,999 (Exhibit 2). 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 (Exhibit 3).
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 Grand Avenue Rehabilitation from Warner to Edinger Avenue. 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 4) and as summarized in the table below, the estimated total construction delivery cost of the project is $2,242,499.
Project Item Total
Construction Contract Bid Amount $1,793,999
Construction Administration, Inspection, Testing $269,100 Project Contingencies $179,400
TOTAL ESTIMATED CONSTRUCTION DELIVERY COST $2,242,499
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ENVIRONMENTAL IMPACT
Pursuant to the California Environmental Quality Act (CEQA), the recommended actions are exempt from further review pursuant to Section 15301(c) of the CEQA Guidelines for projects consisting of existing highways and streets, sidewalks, gutters, bicycle and pedestrian trails, and similar facilities. The proposed project continues to meet these parameters of the CEQA Guidelines, and Categorical Exemption Environmental Review No. ER-2023-29 was filed for Project 23-6702 (Exhibit 5).
FISCAL IMPACT
As indicated in the Cost Analysis, the estimated total construction delivery cost of the project (23-6702) is $2,242,499, which includes construction, contract administration, inspection, testing, and authorized contingencies of $448,500. Funds were available the HUTA 2103 Gas Tax, Improvements Other Than Buildings account (05917663- 66220) and Measure M2 Local Fairshare St, Improvements Other Than Buildings account (03217662-66220) in FY 2023-24. Therefore, a proposed carry-over of unspent funds will be presented to the City Council in September for approval of carryovers to FY 2024-25. Any remaining balances not expended at the end of the fiscal year will be presented to the City Council for approval of carryovers to FY 2025-26.
Approval of the requested Appropriation Adjustments will recognize $676,000 of prior- year fund balance from the Special Gas Tax Revenue, Prior Year Carry Forward revenue account (No. 02917002-50001) and $972,882 in Coronavirus Response and Relief Supplemental Appropriations Act (CRRSAA) grant from Select Street Construction, State Grant-Direct revenue account (No. 05917002-52025), and appropriate it to the Select Street Construction, Improvements Other Than Buildings expenditure account (No. 05917660-66220) and HUTA 2103 Gas Tax, Improvements Other Than Buildings expenditure account (No. 05917663-66220). The spendable portion of the Gas Tax fund balance is estimated to be $676,006 at June 30, 2025, which is sufficient to allow for the recommended appropriation of $676,000. An appropriation adjustment to transfer $30,907 from Roadway Maintenance, Improvements Other Than Buildings, Transfer from Fund 029 revenue accounts and appropriate the same amount into the Gas Tax Interfund Transfer, Transfer to Fund 059 and Select Street Construction, Improvements Other Than Buildings, Improvements Other Than Buildings, Improvements Other Than Buildings, expenditure account, is required for the reallocation of funds from project 22-6970.
Approval of the requests to reallocate funds will provide a total of $75,497 in unspent funds from projects 22-6970 and 23-6997.
The following table summarizes the funds budgeted for expenditure to deliver the construction of this project:
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Fiscal
Year
Accounting Unit
- Account No.
(Project No.)
Fund
Description
Accounting Unit,
Account No.
Description
Amount
Existing Budget
2024-25 05917663-66220
(23-6702)
Select Street
Construction
HUTA 2103 Gas Tax,
Improvements Other
Than Buildings
$518,120
Budget Reallocation
2024-25
03217662-66220
(From 23-6997
to 23-6702)
Measure M-
Street
Construction
Measure M2 Local
Fairshare St,
Improvements Other
Than Buildings
$44,590
2024-25
05917663-66220
(From 22-6970
to 23-6720)
Select Street
Construction
HUTA 2103 Gas Tax,
Improvements Other
Than Buildings
$30,907
Additional Budget
2024-25 05917663-66220
(23-6702)
Select Street
Construction
HUTA 2103 Gas Tax,
Improvements Other
Than Buildings
$676,000
2024-25 05917660-66220
(23-6702)
Select Street
Construction
Select Street
Construction,
Improvements Other
Than Buildings
$972,882
Total $2,242,499
EXHIBIT(S)
1. Location Map
2. Bid Proposal
3. Construction Contract
4. Cost Analysis
5. Categorical Exemption Environmental Review No. ER-2023-29
6. FY 2023-24 Capital Improvement Program Sheet
Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency Approved By: Alvaro Nuñez, City Manager