Public Works Agency
www.santa-ana.org/pw
Item # 18
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
May 19, 2026
TOPIC: Award a Construction Contract to Hardy & Harper, Inc. for the Construction of the McFadden Avenue Rehabilitation Project from Flower Street to Grand Avenue
AGENDA TITLE
Award a Construction Contract to Hardy & Harper, Inc. for the Construction of the McFadden Avenue Rehabilitation Project from Flower Street to Grand Avenue (Project No. 23-6706) (Non-General Fund)
RECOMMENDED ACTION
1.Approve an appropriation adjustment recognizing $2,118,510 in prior-year fund balance in the Residential Street Improvements, Prior Year Carry Forward revenue account and appropriate the same amount into the Residential Street Improvements, Improvements Other Than Buildings, expenditure account. (Requires five affirmative votes)
2. Approve an amendment to the Fiscal Year 2025-26 Capital Improvement Program to include an additional $2,118,510 in construction funds for the McFadden Avenue Rehabilitation Project (No. 23-6706).
3. Approve the Project Cost Analysis for a total estimated construction delivery cost of $2,118,510, which includes $1,692,100 for the construction contract, $257,200 for contract administration, inspection, and testing, and $169,210 for unanticipated or unforeseen work.
4. Award a construction contract to Hardy & Harper, Inc., the lowest responsible bidder, in accordance with the base bid in the amount of $1,692,100, subject to change orders, for construction of the McFadden Avenue Rehabilitation Project (No. 23-6706), for a term beginning May 19, 2026 and authorize the City Manager to execute the contract.
5. Determine that, pursuant to the California Environmental Quality Act, the recommended actions are exempt from further review. Categorical Exemption Environmental Review No. ER-2026-30 will be filed for Project No. 23-6706 GOVERNMENT CODE §84308 APPLIES: No
Award a Construction Contract to Hardy & Harper, Inc. for the Construction of the McFadden Avenue Rehabilitation Project
May 19, 2026
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DISCUSSION
The McFadden Avenue Rehabilitation Project (Exhibit 1) was approved by City Council as part of the Budget and Capital Improvement Program for Fiscal Year 2020-21 (Project No. 23-6706). The Project will improve McFadden Avenue from Flower Street to Grand Avenue by removing and replacing failed asphalt sections and replacing damaged concrete, sidewalk, and curb and gutter. Once completed, these improvements will improve the overall pavement condition, ride quality, and enhance the visual appearance of the street. Pedestrian facility improvements will also comply with the 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 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. No bids were received from Santa Ana contractors.
As legally required, a Notice Inviting Bids was advertised in the Orange County Register newspaper on March 25, 2026 and April 1, 2026. The project was also advertised in PlanetBids from March 20, 2026 to April 7, 2026. Bids were received electronically via PlanetBids on April 7, 2026. 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 Hardy & Harper, Inc. Lake Forest, CA $1,692,100
2 All American Asphalt Corona, CA $1,768,667
3 Shiraz Construction Sherman Oaks, CA $1,776,568
4 Excel Paving Co. Long Beach, CA $1,897,974
5 Onyx Paving Company, Inc. Yorba Linda, CA $1,962,950
6 Calmex Engineering, Inc. Bloomington, CA $1,995,353
7 R.J. Noble Company Orange, CA $2,048,239
8 Ankor Associates, Inc. Los Angeles, CA Non-Responsive A total of eight bids were received. Ankor Associates, Inc. was deemed non-responsive due to a failure to provide the required Certificates of Reported Compliance (CRC) in accordance with the Notice Inviting Bids, failure to submit the required Fleet Compliance Certification documentation in accordance with the Instructions to Bidders and Bid Award a Construction Contract to Hardy & Harper, Inc. for the Construction of the McFadden Avenue Rehabilitation Project
May 19, 2026
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Proposal Forms, and failure to meet the minimum reference requirements as specified in the Instructions to Bidders.
Hardy & Harper, Inc. submitted the lowest responsive bid in the amount of $1,692,100 (Exhibit 2). Based on the bid analysis and contractor 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 past five years, including Civic Center Rehabilitation (Shelton to Flower), Santa Clara Avenue Bike Lane and Pedestrian Improvements, and Alton Avenue Rehabilitation (Main Street to Standard Avenue). 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 $2,118,510.
Project Item Total
Construction Contract Bid Amount $ 1,692,100
Construction Administration $ 135,368
Inspection $ 84,605
Testing $ 37,227
Unanticipated or Unforeseen Work $ 169,210
TOTAL ESTIMATED CONSTRUCTION DELIVERY COST $2,118,510
Project Schedule and Contract Time
The project is estimated to be completed in August 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.
Award a Construction Contract to Hardy & Harper, Inc. for the Construction of the McFadden Avenue Rehabilitation Project
May 19, 2026
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The contractor was required to submit a construction schedule as part of their bid to expedite delivery of the project. The projected completion date based on the submitted schedule is August 2026, which is within the allotted 45 working days. If the contractor fails to deliver on time, they will be assessed a penalty of $7,120 per calendar day as specified in the bid documents.
Project Milestones
Milestone Estimated
Completion
Notes
Administrative Startup May 2026 Contract execution, bonds, insurance
Material Procurement May 2026 Procurement may take place concurrently with construction.
Contractor Mobilization May 2026 Start of construction activities Project Completion August 2026 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
The project scope will affect 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 hangers 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 businesses 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.
The Contractor is required to issue construction notices to adjacent residents and businesses at least two weeks before construction begins. Additionally, the contractor is Award a Construction Contract to Hardy & Harper, Inc. for the Construction of the McFadden Avenue Rehabilitation Project
May 19, 2026
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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(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-2026-30 will be filed for Project No. 23-6706 (Exhibit 4).
FISCAL IMPACT
As indicated in the Cost Analysis, the estimated total construction delivery cost of the project is $2,118,510. With the approval of the requested appropriation adjustment, all funds will be available for expenditure in Fiscal Year 2025-2026. Any remaining balances not expended at the end of the fiscal year will be presented to the City Council for approval of carryovers into Fiscal Year 2026-2027 (Exhibit 5).
The spendable fund balance available for allocation is estimated to be $3,631,792 as of June 30, 2026, and is sufficient to cover the recommended appropriation of $2,118,510 for spending in the Residential Street Improvements, Improvements Other Than Buildings expenditure account (No. 05817660-66220).
The proposed contract authorizes staff a maximum of 10% in construction contract change orders for unanticipated or unforeseen work. Staff will return to City Council for authorization and appropriation of additional funding if necessary.
Fiscal
Year
Accounting
Unit – Account
No.
(Project No.)
Fund
Description
Accounting Unit,
Account Description Amount
APPROPRIATION ADJUSTMENT
2025-26
05817660-
66220
(23-6706)
Residential
Street
Improvement
Public Works –
Residential Street
Improvement,
Improvements Other
Than Buildings
$2,118,510
TOTAL $2,118,510
Award a Construction Contract to Hardy & Harper, Inc. for the Construction of the McFadden Avenue Rehabilitation Project
May 19, 2026
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EXHIBIT(S)
1. Location Map
2. Bid Proposal
3. Construction Contract
4. Environmental Determination
5. Capital Improvement Project Worksheet
Submitted By: Rodolfo Rosas, P.E., Acting Executive Director – Public Works Agency Approved By: Alvaro Nuñez, City Manager