Public Works Agency
www.santa-ana.org/pw
Item # 17
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
August 5, 2025
TOPIC: Main Street Rehabilitation from Memory Lane to North City Limits and Bedford Road Rehabilitation at Mainplace Drive
AGENDA TITLE
Appropriation Adjustment, Cooperative Cost Reimbursement Agreement with the City of Orange, and Construction Contract for the Main Street Rehabilitation Project from Memory Lane to North City Limits and Bedford Road at Mainplace Drive (Project Nos. 20-6959, 20-6960) (Non-General Fund)
RECOMMENDED ACTION
1. Approve an appropriation adjustment recognizing $104,670 in cost reimbursements from the City of Orange into the Select Street Construction, Expense Reimbursement revenue account (No. 05917002-57000), and appropriate the same amount to the Select Street Construction, Improvements Other Than Buildings expenditure account (No. 05917660-66220) for the Main Street Rehabilitation Project. (Requires five affirmative votes.)
2. Approve an amendment to the Fiscal Year 2025-2026 Capital Improvement Program to include an additional $104,670 in construction funds for the Main Street Rehabilitation Project from Memory Lane to North City Limits Project (No. 20-6959, 20-6960)
3. Authorize the City Manager to execute a Cooperative Cost Reimbursement Agreement with the City of Orange for improvements on Main Street within the Orange jurisdiction from Memory Lane to North City Limits.
4. Award a construction contract to All American Asphalt, the lowest responsible bidder, in accordance with the base bid in the amount of $792,573, subject to change orders, for the construction of the Main Street Rehabilitation Project (No. 20-6959, 20-6960), for a term beginning August 5, 2025 and ending upon project completion.
5. Approve the Project Cost Analysis for a total estimated construction delivery cost of $990,716, which includes $792,573 for the construction contract; $118,885 for
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contract administration, inspection, and testing; and $79,258 in project contingency funds for unanticipated or unforeseen work.
6. Determine that, pursuant to the California Environmental Quality Act, the recommended actions are exempt from further review. Categorical Exemption Environmental Review No. ER-2025-58 was filed for Project No. 20-6959.
GOVERNMENT CODE §84308 APPLIES: No
DISCUSSION
The Public Works Agency Engineering Services Division (PWA) is responsible for the administration and oversight of all Capital Improvement Projects (CIP) in the City. The Main Street Rehabilitation Project (No. 20-6959, 20-6960) will resurface Main Street from Memory Lane to the North City Limits by utilizing slurry seal, crack seal, and minor pavement resurfacing with asphalt concrete. As a standard, the City utilizes Rubberized Emulsion Aggregate Slurry (REAS) when performing slurry seal pavement rehabilitation which is a type of slurry seal that uses recycled tire rubber, enhancing its performance and sustainability. REAS offers several benefits, including extended pavement life, cost- effectiveness, and environmental friendliness compared to other pavement slurries.
The project scope was refined through field walks and collaboration with the Mainplace Mall, City of Orange, and surrounding businesses. The work also includes replacement and installation of missing or damaged curbs, gutters, sidewalk, driveway approaches, wheelchair ramps, and striping. This project is a key component of the City’s adopted Capital Improvement Program and supports the broader vision of creating a more accessible, safe, and sustainable transportation network for all users.
The City of Orange shares the right-of way within Main Street from E City Place Drive to North City Limits (Exhibit 1). Therefore, a Cooperative Cost Reimbursement agreement is required for the City of Orange to fund their portion of the improvements. The Cooperative Cost Reimbursement agreement between the City and the City of Orange identifies the roles and responsibilities of each party and identifies each parties’ costs.
The City of Orange’s cost reimbursement amount of up to $104,670 includes $20,935 for their share of the Construction Engineering costs (Exhibit 2).
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.
Project Advertisement and Contractor Procurement
To provide an opportunity for local vendors to submit bids, the City notified a total of 71 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 Main Street Rehabilitation from Memory Lane to North City Limits and Bedford Road Rehabilitation at Mainplace Drive
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bids. A total of four bids were received. No bids were received from Santa Ana contractors.
As legally required, a Notice Inviting Bids was advertised in the Orange County Register newspaper on June 10 and June 17, 2025. The project was also advertised in PlanetBids from June 10, 2025 to June 26, 2025. Bids were received electronically via PlanetBids on June 26, 2025. No bid protest was submitted by any of the bidders during the bid protest period.
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.
Bid Results Summary
RANK BIDDER’S NAME LOCATION BASE BID
1 All American Asphalt Corona, CA $792,573
2 Hardy & Harper, Inc. Lake Forest, CA $821,480
3 R.J. Noble Company Orange, CA $908,180
4 Excel Paving Co. Long Beach, CA $968,852
A total of four bids were received and four were deemed responsive. All American Asphalt submitted the lowest responsive base bid in the amount of $792,573 (Exhibit 3).
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 $792,573 (Exhibit 4).
All American Asphalt has previously performed work as a prime contractor in the City of Santa Ana within the past five years, including Local Street Preventative Maintenance FY23-24 and Grand Rehabilitation from Warner to Edinger. The contractor satisfactorily completed these projects and staff recommends awarding the construction contract to All American Asphalt for the construction of the Project. (Exhibit 4).
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.
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As indicated in the Cost Analysis and as summarized in the table below, the estimated total construction delivery cost of the project is $990,716.
Project Item Total
Construction Contract Bid Amount $792,573
Construction Administration $56,830
Inspection $44,325
Testing $17,730
Project Contingencies $79,258
TOTAL ESTIMATED CONSTRUCTION DELIVERY COST $990,716
Project Schedule and Contract Time
The project completion date is October 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 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 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 August 14, 2025 Contract execution, bonds, insurance
Material Procurement September 2, 2025 Procurement may take place concurrently with construction.
Contractor Mobilization September 2, 2025 Start of construction activities Project Completion October 31, 2025 Based on 45 working days 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
The project scope spans across the stretch on Main Street between Memory Lane and North City Limit, and will impact nearby businesses and residences. Prior to Bid Main Street Rehabilitation from Memory Lane to North City Limits and Bedford Road Rehabilitation at Mainplace Drive
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Opening, staff sent out a flyer to all affected businesses and residences to inform them of the project. The following notification measures will also be implemented prior to the start of construction:
•Electronic message signs will be installed two weeks in advanced 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 hangers and mail notifications at least two weeks before construction begins. •A second round of notifications will be issued 48 hours prior to the start of construction to residents and businesses adjacent to the limits of the project. •The City will also provide information through its official website and social media platforms to keep the public information 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 and maintenance of existing facilities. The proposed project continues to meet these parameters of the CEQA Guidelines and Categorical Exemption Environmental Review No. ER-2025-58 was filed for Project 20-6959 (Exhibit 5).
FISCAL IMPACT
As indicated in the Cost Analysis, the estimated total construction delivery cost of the project is $990,716. The funds were budgeted and available in the following accounts for Fiscal Year 2024-2025 and will be carried forward for use in Fiscal Year 2025-2026, subject to City Council approval of the carryover. 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 2026-27 (Exhibit 6).
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:
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EXHIBIT(S)
1. Location Map
2. Cooperative Cost Agreement
3. Bid Proposal
4. Construction Contract
5. Environmental Determination
6. Capital Improvement Project Worksheet
Submitted By: Rudy Rosas, P.E, Acting Executive Director of Public Works Agency Approved By: Alvaro Nuñez, City Manager
Fiscal Year Accounting
Unit –
Account No.
(Project No.)
Fund
Description
Accounting
Unit, Account
Description
Amount
Current Budget
2025-26 03217662-
66220
(20-6959)
Measure M-
Street
Construction
Measure M2
Local
Fairshare St.,
Improvements
Other Than
Buildings
$676,046
2025-26 03217662-
66220
(20-6960)
Measure M-
Street
Construction
Measure M2
Local
Fairshare St,
Improvements
Other Than
Buildings
$37,000
2025-26 05917665-
66220
(20-6960)
Select Street
Construction
HUTA Gas
Tax- RMRA,
Improvements
Other Than
Buildings
$173,000
Appropriation Adjustment
2025-26 05917660-
66220
(20-6960)
Select Street
Construction
Select Street
Construction,
Improvements
Other Than
Buildings
$104,670
TOTAL $990,716