Public Works Agency
www.santa-ana.org/public-works
Item # 18
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
September 17, 2024
TOPIC: Standard Avenue and McFadden Avenue Bikeways
AGENDA TITLE
Construction Contract with Vido Samarzich, Inc. for the Standard Avenue and McFadden Avenue Bikeways Projects (No. 19-6923, 20-6962, 20-6965, 23-6705, 23- 6706, & 23-6707) (General Fund) (Non-General Fund)
RECOMMENDED ACTION
1. Approve an appropriation adjustment recognizing $2,000,000 in prior-year fund balance in the Residential Street Improvement, Prior Year Carry Forward revenue account and appropriate the same amount into the Residential Street, Improvements Other Than Buildings, expenditure account. (Requires five affirmative votes)
2. Approve an appropriation adjustment recognizing $2,700,000 in prior-year fund balance in the Transportation System Improvement Authorization Area B revenue account and appropriate the same amount into the Transportation System Improvement Authorization Area B Tustin, Improvements Other Than Buildings expenditure account. (Requires five affirmative votes)
3. Approve an amendment to the Fiscal Year 2024-25 Capital Improvement Program to include an additional $5,900,000 in construction funds for the Standard Avenue and McFadden Avenue Bikeways Project (No. 19-6923, 20- 6962, 20-6965, 23-6705, 23-6706, & 23-6707).
4. Approve the Project Cost Analysis for a total estimated construction delivery cost of $23,550,000, which includes $19,170,060 for the construction contract; $2,462,934 for contract administration, inspection, and testing; and a $1,917,006 project contingency for unanticipated or unforeseen work due to the complexity and extensive scope of this project.
5. Award a construction contract to Vido Samarzich, Inc., the lowest responsible bidder, in accordance with the base bid and bid alternates in the amount of $19,170,060, for construction of the Standard Avenue and McFadden Avenue Bikeways Project (No. 19-6923, 20-6962, 20-6965, 23-6705, 23-6706, & 23-
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6707), for a term beginning September 17, 2024 and ending upon project completion, and authorize the City Manager to execute the contract.
6. Determine that, pursuant to the California Environmental Quality Act, the recommended actions are exempt from further review pursuant to Article 19, Categorical Exemptions Sections 15301(c) and 15304(h). Categorical Exemption Environmental Review Nos. ER-2020-33 and ER-2020-97 were filed for Projects Nos. 20-6965 and 20-6962.
GOVERNMENT CODE §84308 APPLIES: No
DISCUSSION
The Public Works Agency (PWA)’s Engineering Services Division is responsible for the administration and oversight of all Capital Improvement Projects in the City. Additionally, PWA implements a variety of roadway improvements to promote the safety of drivers, bikers, and pedestrians. The Public Works Agency received $11,319,000 from the Traffic System Management Grant for the construction of bikeways. The Standard Avenue and McFadden Avenue Bikeway projects (Projects) were identified in the City’s Safe Mobility Santa Ana Plan (SMSA), Active Transportation Plan (ATP), and Central Santa Ana Complete Streets Plans (CSACS), hereinafter referred to as “Plans.” Each of these plans included extensive amounts of community outreach to ensure that any of the resulting project recommendations were a direct reflection of the community needs and wants. For each of the plans, Community Outreach Plans were developed by City staff and consultant teams which included reaching out to stakeholders, local businesses, and residents, thereby encouraging them to become project champions and to form part of the Community Advisory Committee (CAC). A combined total of 17 community outreach events were held for these plans between 2016 and 2019.
Additionally, these plans developed as web-based surveys in which the community had multiple opportunities to provide their input on each of the plans as they were being prepared. All of the outreach ensured that these plans were community driven planning documents that established a road map for City staff to know where the need was and what type of projects to pursue in the future.
In response to the project needs identified by the various planning documents, staff pursued grant funding from the ATP in 2018. In May 2019, the Southern California Association of Governments (SCAG) notified the City of Santa Ana that the ATP projects were awarded the requested grant funding. Following the programming of grant funds, City staff began working on the design and additional community outreach efforts for the project. During the design phase for the project in 2021, a combined total of four additional community meetings were held. These outreach meetings focused on providing the history on how the projects were initially identified and on ensuring that the proposed project improvements were still in alignment with what the community wanted to see implemented by these projects. One of the major concerns with both project street corridors was regarding on-street parking. As a result of the parking assessment Standard Avenue and McFadden Avenue Bikeways
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and through creative engineering design, the project will be adding a total of 87 parking spaces along the corridors, 23 additional parking spaces on McFadden Avenue and 64 parking spaces on Standard Avenue.
As a finished product, this project will include protected bike lanes along McFadden Avenue from Harbor Boulevard to Grand Avenue, and Standard Avenue from Warner Avenue to 2nd Street. It also implements the City’s first fully-protected intersection at Standard Avenue and McFadden Avenue with separate traffic signal bicycle phasing and signal head indications. Pedestrian safety improvements along the corridors include high-visibility crosswalks and curb extensions at various cross streets. This project will serve the community by providing easier and safer connectivity to Downtown Santa Ana, Santa Ana College, the Santa Ana Regional Transportation Center, and the Orange County Civic Center. The project corridors run through historically underserved neighborhoods and the improvements will directly benefit a population in need of healthier ways to get around their community without relying on an automobile.
Additionally, this project will provide opportunities to engage in physical activity, promote a healthier lifestyle, provide a safe and low-stress pedestrian mobility option, decrease car trips and vehicle miles traveled, and improve air quality by reducing greenhouse gas emissions.
Project completion requires the removal of asphalt, concrete, cold milling, concrete pad, curb and gutter, construction of concrete bike lanes, bus pads, and curb ramps, landscape and irrigation, traffic signal modification, signing, and striping. A contractor to complete this work was sought through a public bid.
A copy of construction plans, contracts, specifications, and all related reference materials (such as The Greenbook) are available for public review at the City’s Public Works Agency, Central Files office located at City Hall.
Public Outreach and Contractor Participation
To provide an opportunity for local vendors to submit bids, the City notified a total of 2,388 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. Zero bids were received from Santa Ana contractors.
As legally required, a Notice Inviting Bids was advertised in the Orange County Register newspaper on August 5, 2024 and August 12, 2024. The project was also advertised in PlanetBids from August 1, 2024 to August 15, 2024. Bids were received electronically via PlanetBids on August 15, 2024.
A bid protest was filed by Nationwide Contracting Services, Inc. during the protest period against Vido Samarzich, Inc. Following a thorough review, the City found the Standard Avenue and McFadden Avenue Bikeways
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protest to be invalid. Consequently, the City recommends awarding the project to Vido Samarzich, Inc. as the lowest responsive bidder.
Bid Results Summary
Rank Bidder’s Name Location Base Bid
Base Bid +
Alternate No.
1 1 Vido Samarzich, Inc. Rancho Cucamonga, CA $17,778,714 $19,170,060 2 Nationwide
Contracting Services,
Inc.
Huntington Beach, CA $18,010,780 $19,207,495
3 Granite Construction La Mirada, CA $18,487,558 $19,743,140 4 All American Asphalt Corona, CA $19,953,231 $21,049,001 5 Excel Paving
Company Long Beach, CA $20,194,273 $21,602,550
A total of five (5) bids were received and all were deemed responsive. Vido Samarzich, Inc. submitted the lowest responsive Base Bid and Alternate No. 1 in the amount of $19,170,060 (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 Vido Samarzich, Inc. (Exhibit 3).
Project Delivery
To deliver a complete project, in addition to the construction contract, the estimated total project delivery includes construction administration, inspection, and testing.
Construction administration and inspection may be performed by either staff or consultants and includes construction management, inspection of the contractor’s work to ensure contract compliance, workmanship and quality, materials testing, and implementation of labor requirements.
Any allocated construction administration funds not spent are considered project savings and are returned to the respective fund balance upon close out of the project.
In addition to the Construction Contract Bid Amount, staff requests that City Council allocate and authorize a project contingency budget equal to 10% of the Contract Bid Amount. The recommended contingency budget will allow staff to execute contract change orders in the event unexpected conditions arise or if additional work is required to effectively deliver the project.
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 $23,550,000.
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Project Item Total
Construction Contract Bid Amount $19,170,060
Construction Administration $1,305,355
Inspection $812,768
Testing $344,811
Project Contingencies $1,917,006
Total Estimated Construction Delivery Cost $23,550,000
ENVIRONMENTAL IMPACT
In accordance with the California Environmental Quality Act (CEQA), the recommended project actions are exempt from further review pursuant to Article 19, Categorical Exemptions Sections 15301(c) and 15304(h). Categorical Exemptions have been recorded with the Orange County Clerk-Recorder Department, as Environmental Review No. ER-2020-33 for the Standard Avenue Protected Bike Lane Project and Environmental Review No. ER-2020-97 for the McFadden Avenue Protected Bike Lane Project (Exhibit 5).
FISCAL IMPACT
As indicated in the Cost Analysis, the estimated total construction delivery cost of the project is $23,550,000. There are $17,650,000 in existing funds available for expenditure in Fiscal Year 2024-25 from roadway projects 19-6923, 20-6962, 20-6965, 23-6705, 23-6706, & 23-6707. Additionally, $1,400,000 in funds from roadway projects 22-6989 and 24-6005 will be reallocated to project 20-6962.
With the approval of the requested appropriation adjustments, $2,000,000 of the accumulated fund balance in the Residential Street Improvement, Prior Year Carry Forward revenue account (05817002-50001) will be appropriated for spending in the Residential Street Improvement, Improvements Other Than Buildings expenditure account (05817660-66220). The spendable portion of the Residential Street Improvement fund balance is estimated to be $5,676,895 for Fiscal Year 2024-25, which is sufficient to allow for the recommended appropriation.
Additionally, $2,700,000 of the accumulated fund balance in the Transportation System Improvement Authorization Area B, Prior Year Carry Forward revenue account (99217002-50001) will be appropriated for spending in the Transportation System Improvement Authorization Area B, Improvements Other Than Building expenditure account (99217950-66220) (Exhibit 6). The spendable portion of the Transportation System Improvement Authorization Area B fund balance is estimated to be $8,527,939 for Fiscal Year 2024-25, which is sufficient to allow for the recommended appropriation.
Any remaining balances not expended at the end of the fiscal year will be carried forward into Fiscal Year 2025-26. The funds will be budgeted and available for this item in the accounts below.
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Fiscal
Year
Accounting
Unit –
Account No.
(Project No.)
Fund
Description
Accounting Unit,
Account
Description
Amount
EXISTING BUDGET
2024-
25 03217662-
66220
(19-6923)
Select Street
Construction
Measure M-Street
Construction,
Improvements Other
Than Buildings
$884,000
2024-
25 14817614-
66220
(20-6962)
Traffic System
Management
Grant
HUTA Gas Tax –
RMRA,
Improvements Other
Than Buildings
$5,875,000
2024-
25 14817614-
66220
(20-6965)
Traffic System
Management
Grant
Active Transportation
Program
Augmentation,
Improvements Other
Than Buildings
$5,444,000
2024-
25 05917665-
66220
(23-6705)
Select Street
Construction
HUTA Gas Tax –
RMRA,
Improvements Other
Than Buildings
$836,750
2024-
25 05917665-
66220
(23-6706)
Select Street
Construction
HUTA Gas Tax –
RMRA,
Improvements Other
Than Buildings
$2,510,250
2024-
25 05917665-
66220
(23-6707)
Select Street
Construction
HUTA Gas Tax –
RMRA,
Improvements Other
Than Buildings
$1,900,000
APPROPRIATION ADJUSTMENT
2024-
25 05817660-
66220
(20-6962)
Residential
Street
Improvement
Residential Street
Improvement,
Improvements Other
Than Buildings
$2,000,000
2024-
25 99217950-
66220
(20-6962)
Transportation
System
Improvement
Aut Area B
Transportation
System Improvement
Aut Area B Tustin,
Improvements Other
Than Buildings
$2,700,000
REALLOCATION
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Fiscal
Year
Accounting
Unit –
Account No.
(Project No.)
Fund
Description
Accounting Unit,
Account
Description
Amount
2024-
25 01117660-
66220
(From 22-6989
to 20-6962)
General Fund
Pub Wks-Road
Maintenance,
Improvements Other
Than Buildings
$800,000
2024-
25 01117620-
66220
(From 24-6005
to 20-6962)
General Fund
PW-
Traffic/Transportation
Service
Enhancement,
Improvements Other
Than Buildings
$600,000
TOTAL $23,550,000
EXHIBIT(S)
1. Location Map
2. Bid Proposal
3. Construction Contract
4. Cost Analysis
5. Environmental Determination
6. Capital Improvement Project Worksheet
Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency Approved By: Alvaro Nuñez, City Manager