Public Works Agency
www.santa-ana.org/pw
Item # 23
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
July 1, 2025
TOPIC: Local Street Preventative Maintenance FY 24-25
AGENDA TITLE
Construction Contract with Onyx Paving Company, Inc. for the Local Street Preventative Maintenance FY 24-25 Project (No. 25-6907) (Non-General Fund)
RECOMMENDED ACTION
1. Approve the Project Cost Analysis for a total estimated construction delivery cost of $3,735,000, which includes $2,988,000 for the construction contract, $448,200 for contract administration, inspection, and testing, and a $298,800 project contingency for unanticipated or unforeseen work.
2. Award a construction contract to Onyx Paving Company, Inc., the lowest responsible bidder, in accordance with the base bid in the amount of $2,988,000, subject to change orders, for construction of the Local Street Preventative Maintenance FY 24-25 Project (No. 25-6907), 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-2025-13 was filed for Project No. 25-6907.
GOVERNMENT CODE §84308 APPLIES: No
DISCUSSION
The Public Works Agency’s Engineering Services Division (PWA) is responsible for the administration and oversight of all Capital Improvement Projects (CIP) in the City. PWA engineering staff utilizes a comprehensive Pavement Management Program which accounts for pavement condition, age, and usage among other factors, in order to prioritize and make informed recommendations for street improvement projects. As part of the fiscal year 2024-25 budget adoption, the City Council approved the CIP which included funding the annual local street preventive maintenance project to preserve the quality of the City's street network. The local street segments recommended for this project have been identified as high priority for slurry seal and preventative maintenance (Exhibit 1). The recommended work consists of localized replacement of asphalt concrete pavement, cold mill, asphalt overlay, slurry seal, crack sealing, striping,
Local Street Preventative Maintenance FY 24-25
July 1, 2025
5 1
4 9
signage, and replacement of damaged concrete curbs, gutters, sidewalks, and curb ramps. Once completed, these changes 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.
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.
Project Advertisement and Contractor Procurement
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 seven 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 30, 2025. The project was also advertised in PlanetBids from April 30, 2025 to May 15, 2025. Bids were received electronically via PlanetBids on May 15, 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 Onyx Paving Company, Inc. Anaheim, CA $2,988,000
2 All American Asphalt Corona, CA $3,115,115
3 Hardy & Harper, Inc. Lake Forest, CA $3,167,000
4 Vido Samarzich, Inc. Santa Ana, CA $3,222,800
5 Excel Paving Co. Long Beach, CA $3,398,870
6 R.J. Noble Company Orange, CA $3,525,445
7 Pub Construction Inc. Diamond Bar, CA $4,846,600
A total of seven bids were received and seven were deemed responsive. Onyx Paving Company, Inc. submitted the lowest responsive base bid in the amount of $2,988,000 (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 Onyx Paving Company, Inc. (Exhibit 3).
Onyx Paving Company, Inc. has previously performed work as a prime contractor in the City of Santa Ana within the past five years, including the Residential Street Repair Program and Fremont Elementary and Villa Fundamental Intermediate Safe Routes to School projects. The contractor satisfactorily completed these projects and staff Local Street Preventative Maintenance FY 24-25
July 1, 2025
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4 9
recommends awarding the construction contract to Onyx Paving Company, Inc. for the construction of this 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 $3,735,000.
Project Item Total
Construction Contract Bid Amount $2,988,000
Construction Administration $239,040
Inspection $149,400
Testing $59,760
Project Contingencies $298,800
TOTAL ESTIMATED CONSTRUCTION DELIVERY COST $3,735,000
Project Schedule and Contract Time
The project completion date is October 29, 2025, 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 65 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 milestones are provided below:
Project Milestones
Milestone Estimated
Completion Date
Notes
Administrative Startup July 2, 2025 Contract execution, bonds, insurance
Local Street Preventative Maintenance FY 24-25
July 1, 2025
5 1
4 9
Milestone Estimated
Completion Date
Notes
Material Procurement July 28, 2025 Procurement may take place concurrently with construction.
Contractor Mobilization July 28, 2025 Start of construction activities Project Completion October 29, 2025 Based on 65 working days Project Phasing
The contractor will be constructing this project in the following phases:
1. Phase I: Localized asphalt repairs, curb, gutter, sidewalk, and ramp repairs and upgrades.
2. Phase II: Performing grind and asphalt capping and installing slurry seal.
3. Phase III: Installation of roadway markings and signs Public Outreach
The project scope spans across multiple neighborhoods with the majority of the work in the Madison Park and Delhi neighborhoods, and 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 •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(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-2025-13 was filed for Project 25-6907 (Exhibit 4).
FISCAL IMPACT
As indicated in the Cost Analysis, the estimated total construction delivery cost of the project is $3,735,000. The funds were budgeted and available in the following account Local Street Preventative Maintenance FY 24-25
July 1, 2025
5 1
4 9
for Fiscal Year 2024-25 and will be carried forward for use in Fiscal Year 2025-26, subject to City Council approval of the carryover (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.
A total of $385,000 in unspent funds from Project 24-6907 Local Street Preventative Maintenance will also be reallocated to this project.
The following table summarizes the funds budgeted for expenditure to deliver construction of this project.
Fiscal
Year
Accounting
Unit –
Account No.
(Project No.)
Fund
Description
Accounting Unit,
Account Description Amount
Current Budget
2024-25 03217662-66220
(25-6907)
Measure M –
Street
Construction
Measure M2 Local
Fairshare St,
Improvements Other
Than Buildings
$3,350,000
Reallocation
2024-25
03217662-66220
(from 24-6907 to
25-6907)
Measure M –
Street
Construction
Measure M2 Local
Fairshare St,
Improvements Other
Than Buildings
$385,000
TOTAL $3,735,000
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