Public Works Agency
www.santa-ana.org/pw
Item # 11
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
March 18, 2025
TOPIC: Civic Center Drive Rehabilitation from Shelton Street to Flower Street
AGENDA TITLE
Construction Contract with Hardy & Harper, Inc. for the Rehabilitation of Civic Center Drive from Shelton Street to Flower Street Project (Project No. 25-6711) (General Fund)
RECOMMENDED ACTION
1. Approve an amendment to the Fiscal Year 2024-2025 Capital Improvement Program to include $500,000 in Civic Center Maintenance funds for the Civic Center Rehabilitation from Shelton Street to Flower Street Project, Project No. 25-6711.
2. Approve the Project Cost Analysis for a total estimated construction delivery cost of $1,144,000, which includes $915,000 for the construction contract, $137,000 for contract administration, inspection, and testing, and a $92,000 project contingency for unanticipated or unforeseen work due to the complexity and extensive scope of this project.
3. Award a construction contract to Hardy & Harper, Inc., the lowest responsible bidder, in accordance with the base bid in the amount of $915,000, subject to change orders, for construction of the Civic Center Rehabilitation (Shelton Street to Flower St.) Project (No. 25-6711), for a term beginning March 18, 2025 and authorize the City Manager to execute the contract.
4. Determine that, pursuant to the California Environmental Quality Act, the recommended actions are exempt from further review. Categorical Exemption Environmental Review No. ER-2024-114 was filled for Project No. 25-6711.
GOVERNMENT CODE §84308 APPLIES: No
DISCUSSION
The Public Works Agency (PWA) Engineering Services is responsible for the administration and oversight of all Capital Improvement Projects in the City. The Civic Center Drive Rehabilitation Project (Project) will consist of the reconstruction and resurfacing of existing pavement and the replacement and installation of missing or
Civic Center Rehabilitation from Shelton Street to Flower Street March 18, 2025
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damaged curbs, gutters, sidewalks, and wheelchair ramps along Civic Center Drive between Shelton Street and Flower Street (Exhibit 1).
The pavement in this segment of roadway is deteriorating due to weather, age, and heavy usage, both eastbound and westbound, and has been identified as a high priority project by the City’s Pavement Management System. Some of the adjacent curbs, gutters, driveway approaches, curb ramps, and sidewalks are also in various states of disrepair and require replacement. Civic Center Drive from Fairview to Bristol has recently been repaved. Additionally Civic Center Drive from Minter Street to Santiago Street improvements are currently in design and the balance of Civic Center Drive is in good condition and no other projects are planned for Civic Center Drive. Once completed, these improvements will enhance the ride quality and visual appearance of the street.
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 in City Hall.
Public Outreach and Contractor Participation
To provide an opportunity for local vendors to submit bids, the City notified a total of 64 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 eight bids were received.
As legally required, a Notice Inviting Bids was advertised in the Orange County Register newspaper on January 15, 2025. The project was also advertised in PlanetBids from January 15, 2025 to January 30, 2025. Bids were received electronically via PlanetBids on January 30, 2025. No bid protest was submitted by any of the bidders during the bid protest period.
Bid Results Summary
RANK BIDDER’S NAME LOCATION BASE BID
1 Hardy & Harper Lake Forest, CA $915,000
2 All American Asphalt Corona, CA $919,884
3 R.J. Noble Company Orange, CA $1,024,291
4 Vido Samarzich, Inc. Rancho Cucamonga, CA $1,076,769
5 Excel Paving Co. Long Beach, CA $1,098,754
6 Onyx Paving Company, Inc. Anaheim, CA $1,222,000
7 SULLY-MILLER Brea, CA $1,249,994
8 U.S. Builders & Consultants Irvine, CA $1,488,700
A total of eight bids were received and all were deemed responsive. Hardy & Harper, Inc. submitted the lowest responsive base bid in the amount of $915,000 (Exhibit 2). As Civic Center Rehabilitation from Shelton Street to Flower Street March 18, 2025
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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 Hardy & Harper, Inc. (Exhibit 3).
Hardy & Harper, Inc. has previously performed work as a prime contractor in the City of Santa Ana within the last five years, most recently completing the Alton Avenue Rehabilitation Project. The contractor satisfactorily completed these projects and staff recommends awarding the construction contract to Hardy & Harper, Inc. for the construction of the project.
Project Delivery
To deliver a complete project, in addition to the construction contract, the estimated total project delivery cost includes a budget allocation for 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 the labor requirements.
Any of the allocated construction administration funds not spent are considered project savings and are returned to the respective fund balance upon close out of the project.
As indicated in the Cost Analysis and as summarized in the table below, the estimated total construction delivery cost of the project is $1,144,000.
Project Item Total
Construction Contract $915,000
Contract Administration 73,067
Inspection 45,667
Testing 18,266
Contingencies 92,000
TOTAL ESTIMATED CONSTRUCTION DELIVERY COST $1,144,000
Project Schedule and Contract Time
The completion date is May 2026, barring unforeseeable conditions such as rain, natural disasters, or other delays beyond the control of the City and of the Contractor.
The contract time for this project is 45 working days, as specified in the bid documents.
Working days are counted in accordance with the City’s Standard Specifications, which exclude weekends, City-observed holidays, and inclement weather days that prevent work. The projected project schedule is provided below.
Civic Center Rehabilitation from Shelton Street to Flower Street March 18, 2025
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Project Milestones
Milestone Estimated
Completion Date
Notes
Administrative Startup March 2025 Contract execution, bonds, insurance
Material Procurement N/A Procurement may take place
concurrently with construction.
Contractor Mobilization April 2025 Start of construction activities Project Completion June 2025 Based on 45 working days
Project Phasing
The contractor will be constructing this project in a singular phase, fulfilling the scope of work as outlined in the contract documents. The contractor is responsible for determining the scheduling and sequencing of activities based on their proposed means and methods.
Public Outreach
As part of standard community outreach practices, prior to start of construction, Staff contact the Washington Square and Flower Park neighborhood associations and Heroes Elementary School to distribute construction update materials. The contractor is also required to issue construction notices to adjacent residents and businesses at least two weeks before construction begins. Additionally, the contractor is required to install signage at the project site indicating project details and contact information.
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 streets, sidewalks, gutters, bicycle trails, and similar facilities. The proposed project continues to meet these parameters of the CEQA Guidelines and Categorical Exemption Environmental Review No. ER-2024-114 was filed for Project 25-6711 (Exhibit 4).
FISCAL IMPACT
As indicated in the Cost Analysis, the estimated total construction delivery cost of the project is $1,144,000. All funds are available for expenditure in Fiscal Year 2024-25 (Exhibit 5). Any unspent budget in FY 2024-25 will be included in future-year carryforwards for City Council Consideration.
The proposed contract authorizes staff a maximum of 10% in contingencies for construction contract change orders. Should additional contingency is necessary due to unforeseeable conditions, staff will return to City Council for authorization and appropriation.
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Fiscal
Year
Accounting
Unit –
Account No.
(Project No.)
Fund
Description
Accounting Unit,
Account Description Amount
CURRENT BUDGET
2024-25
01117660-
66220
(25-6711)
General Fund
Public Works – Road
Maintenance,
Improvements Other
Than Buildings
$644,000
2024-25
07417655-
66220
(25-6711)
Civic Center
Maintenance
Civic Center
Maintenance,
Improvements Other
Than Buildings
$500,000
TOTAL $1,144,000
EXHIBIT(S)
1. Location Map
2. Bid Proposal
3. Construction Contract
4. Environmental Determination
5. Capital Improvement Program Worksheet
Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency Approved By: Alvaro Nuñez, City Manager