Public Works Agency
www.santa-ana.org/pw
Item # 22
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
July 1, 2025
TOPIC: McFadden Avenue Transit Signal Priority Project
AGENDA TITLE
Construction Contract to Vido Samarzich, Inc. for the McFadden Avenue Transit Signal Priority Pilot Project (No. 25-6031) (Non-General Fund)
RECOMMENDED ACTION
1. Approve the Project Cost Analysis for a total estimated construction delivery cost of $1,972,000, which includes $1,577,600 for the construction contract, $236,640 for contract administration, inspection, and testing, and a $157,760 project contingency for unanticipated or unforeseen work.
2. Award a construction contract to Vido Samarzich, Inc., the lowest responsible bidder, in accordance with the base bid in the amount of $1,577,600, subject to change orders, for construction of the McFadden Avenue Transit Priority Pilot Project (No. 25-6031), for a term beginning July 1, 2025 and authorize the City Manager to execute the contract.
3. Determine that, pursuant to the California Environmental Quality Act, the recommended actions are exempt from further review. Categorical Exemption Environmental Review No. ER-2025-42 was filed for Project No. 25-6031.
GOVERNMENT CODE §84308 APPLIES: No
DISCUSSION
The Public Works Agency Engineering Division (PWA) is responsible for the administration and oversight of all Capital Improvement Projects (CIP) in the City. On September 17, 2024, City Council awarded a construction contract for Standard Street and McFadden Avenue Corridor Roadway Improvements project that includes various street improvements on McFadden Avenue from Harbor Boulevard to Grand Avenue, such as new sidewalks and pavement restoration.
On October 15, 2024, City Council approved a cooperative agreement with Orange County Transportation Authority (OCTA) recognizing $3,690,000 in grant funding to
Construction Contract for the McFadden Avenue Transit Signal Priority Project July 1, 2025
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construct the McFadden Avenue Transit Signal Priority (TSP) Pilot Project. The grant funds will allow for the City to construct a TSP Pilot Project including the design and construction of improvements at 25 bus stops along the McFadden Avenue Corridor.
The McFadden Avenue TSP Pilot Project will be delivered in two phases. On June 3, 2025, City Council awarded a contract for the first phase which is focused on technology elements, programming, and testing field devices. The recommended construction contract is the second phase and will construct physical bus stop improvements including concrete bus pads, bus shelters, and pedestrian level lighting to improve bus travel time and overall ridership experience.
The McFadden Avenue TSP Pilot Project will supplement the previously approved street improvements for McFadden Avenue by constructing transit focused improvements that will benefit the Santa Ana residents who utilize OCTA’s Route 66, one of the highest ridership bus routes in Orange County. The proposed grant funded improvements will promote transit use and will enhance OC Bus travel time, schedule reliability, and reduce fuel consumption and emissions while also maintaining traffic flow and improving corridor safety along McFadden Avenue. The construction of the bus stop improvements will be coordinated with the ongoing construction of the McFadden Avenue corridor roadway improvements to minimize disruption.
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.
Grant Funding
The City, in coordination with Orange County Transportation Authority (OCTA), received a grant from Southern California Association of Governments (SCAG) Regional Early Action Planning (REAP 2.0) program in the amount of $3,690,000 for the completion of both phases of this project. The REAP 2.0 program seeks to reduce Vehicle Miles Traveled, increase housing supply at all affordability levels, affirmatively further fair housing, and facilitate the implementation of adopted regional and local plans to achieve these goals. The grant requires that this project be completed by June 30, 2026.
Project Advertisement and Contractor Procurement
To provide an opportunity for local vendors to submit bids, the City notified a total of 46 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 three bids were received and one bid was received from a Santa Ana contractor.
As legally required, a Notice Inviting Bids was advertised in the Orange County Register newspaper on April 10, 2025 and April 17, 2025. The project was also advertised in PlanetBids from April 10, 2025 to April 30, 2025. Bids were received electronically via Construction Contract for the McFadden Avenue Transit Signal Priority Project July 1, 2025
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PlanetBids on April 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 Vido Samarzich, Inc. Santa Ana, CA $1,577,600
2 Excel Paving Co. Long Beach, CA $1,798,800
NR Estate Design and Construction Los Angeles, CA Non-responsive A total of three bids were received and two were deemed responsive. Vido Samarzich, Inc. submitted the lowest responsive base bid in the amount of $1,577,600 (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).
Vido Samarzich, Inc. has previously performed work as a prime contractor in the City of Santa Ana within the past five years, including Glenwood Watermain Improvements, 10th Street and Flower Street Improvements, and are currently working on the Standard and McFadden Bikeway Project. The contractor has performed satisfactorily on these projects and staff recommends awarding the construction contract to Vido Samarzich, Inc. for the construction of the Project. (Exhibit 3)
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 $1,972,000.
Project Item Total
Construction Contract Bid Amount $1,577,600
Construction Administration $125,420
Inspection $80,457
Testing $30,763
Project Contingencies $157,760
TOTAL ESTIMATED CONSTRUCTION DELIVERY COST $1,972,000
Project Schedule and Contract Time
Construction Contract for the McFadden Avenue Transit Signal Priority Project July 1, 2025
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The project completion date is January 31, 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 120 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 actual completion date will depend on the contractor’s schedule, material procurement timelines, and any unforeseen delays. Based on a typical project timeline, the estimated project completion is provided below;
Project Milestones
Milestone Estimated
Completion Date
Notes
Administrative Startup July 2, 2025 Contract execution, bonds, insurance
Material Procurement July 15, 2025 Procurement will take place concurrently with construction.
Contractor Mobilization July 15, 2025 Start of construction activities Project Completion January 31, 2026 Based on 120 working days Project Phasing
The contractor will be constructing this project in coordination with the McFadden Avenue Street Improvement project in the following phases:
1. Phase I: Concrete bus pad construction
2. Phase II: Bus shelter and lighting installation
3. Phase III: Installation of bus stop amenities and technology devices Public Outreach
The project scope overlaps with the existing McFadden Avenue street improvement project and occur concurrently and having benefited from outreach performed associated with the street improvement project. The project will impact nearby businesses and residences. To ensure timely and effective communication, the following notification measures will be implemented prior to the start of construction:
•Electronic message signs will be installed two weeks in advance of construction activities to provide early notice of the project’s start date, •A project information sign will be posted at the construction site, including contact information for public inquiries,
•Residents and businesses within 1,000 feet of the project limits will receive door hanger or mailed notifications at least two weeks before construction begins •A second round of notification will be issued 48 hours prior to the start of construction to residents and business adjacent to the limits of work, and Construction Contract for the McFadden Avenue Transit Signal Priority Project July 1, 2025
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•The City will also disseminate information through its official website and social media platforms to keep the public informed of construction activities, including any lane closures.
ENVIRONMENTAL IMPACT
Pursuant to the California Environmental Quality Act (CEQA), the recommended actions are exempt from further review pursuant to Section 15301(b) of the CEQA Guidelines for projects consisting of repair/maintenance of existing public facilities. The proposed project continues to meet these parameters of the CEQA Guidelines and Categorical Exemption Environmental Review No. ER-2025-42 was filed for Project 25-6031 (Exhibit 4).
FISCAL IMPACT
As indicated in the Cost Analysis, the estimated total construction delivery cost of the project is $1,972,000. All funds are available for expenditure in Fiscal Year 2025-26.
Any remaining balances not expended at the end of the fiscal year will be presented to City Council for approval to carry forward to Fiscal Year 2026-2027. (Exhibit 5).
The proposed contract authorizes staff a maximum of 10% in contingencies for construction contract change orders. Staff will return to City Council for authorization and appropriation of additional contingency if necessary.
The following table summarizes the funds budgeted for expenditure to deliver construction of this project.
Fiscal Year
Accounting
Unit -
Account #
Fund
Description Accounting Unit,
Account Description Amount
2025-26 14717613-
66220
(25-6031)
Street Safety
Programs
Regional Early Action
Planning Grant,
Improvements Other
Than Buildings
$1,972,000
Total: $1,972,000
EXHIBIT(S)
1. Location Map
2. Bid Proposal
3. Construction Contract
4. Environmental Determination
5.Capital Improvement Project Worksheet
Submitted By: Nabil Saba, P.E., Executive Director, Public Works Agency Approved By: Alvaro Nuñez, City Manager