Public Works Agency
www.santa-ana.gov/pw
Item # 23
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
August 4, 2026
TOPIC: Award of an Agreement for Bridge Preventative Maintenance Program
AGENDA TITLE
Award of an Agreement with Dokken Engineering for Design Services to Address Caltrans Bridge Inspection Report Recommendations (Project No. 25-6986) (Non- General Fund)
RECOMMENDED ACTION
1. Approve an appropriation adjustment recognizing $282,400 in grant funding into the Select Street Construction, Federal Grant-Indirect revenue account (No. 05917002-52001) and appropriate it to the Select Street Construction, Improvements Other Than Buildings expenditure account (No. 05917660-66220). (Requires five affirmative votes)
2. Approve an amendment to the Fiscal Year 2026-27 Capital Improvement Program to include an additional $282,400 in Design funds for the Bridge Preventative Maintenance Program Project (No. 25-6986).
3.Authorize the City Manager to execute an agreement with Dokken Engineering to provide Professional Design Services in an amount not-to-exceed $572,935 for a one-year term beginning August 4, 2026 and expiring August 3, 2027, with provisions for four, one-year extensions (Agreement No. A-2026-XXX).
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
The California Department of Transportation (Caltrans) performs routine Bridge Inspection Reports (BIR) to systematically monitor, document, and manage the structural integrity and safety of all bridges across California. The reports outline specific maintenance, repair, and rehabilitation recommendations. The City’s Public Works Agency (PWA) is responsible for the maintenance and repair of the City’s 22 bridges.
PWA utilizes the findings in the BIR to plan maintenance and capital improvements to maintain the City’s bridges in service. Additionally, municipalities rely on BIR data to seek State and Federal funding for bridge repairs and upgrades.
In 2020, the City submitted a Bridge Preventative Maintenance Program (BPMP) plan to Caltrans that identified eight bridges (Exhibit 1) in need of maintenance and repair and
Agreement for Bridge Preventative Maintenance Program
August 4, 2026
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requested funding through the Highway Bridge Program. The Highway Bridge Program is managed by Caltrans and is a structural safety program that provides federal-aid to local public agencies to replace, rehabilitate, or perform preventive maintenance work on locally-owned, public highway bridges. Highway Bridge Program funding is administered on a reimbursement basis through Caltrans. Eligible project costs are initially paid using local funds and subsequently reimbursed by Caltrans.
In May 2025, Caltrans approved $245,600 in federal funding for the proposed BPMP project design phase. PWA requires the assistance of structural engineers and bridge design experts to deliver the proposed BPMP project. Therefore, on June 5, 2025, PWA issued a request for proposals from qualified professional engineering consultants to prepare the design phase services and construction support for the BPMP maintenance and repair work for eight bridges (Exhibit 2). The RFP scope includes preparing required environmental documentation, preparing plans, contract specifications and cost estimates and securing regulatory permits for the repair work to be performed on bridge decks and substructures.
Request for Proposals No. 25-081A was advertised on June 5, 2025 on the City’s online bid management and publication system, PlanetBids. A summary of vendor participation and results is as follows:
2,336 Vendors notified
7 Santa Ana vendors notified
52 Vendors downloaded the bid packet
4 Proposals received
0 Proposals received from Santa Ana vendors
Proposals were solicited, opened on July 8, 2025, and evaluated. Four proposals were submitted by the RFP deadline and all were determined to be responsive to the specifications and met the City’s requirements. Proposals were subsequently evaluated by a selection committee. Based on criteria outlined in the RFP, the following summarizes the top responding firms:
Firm City Ranking
Dokken Engineering San Diego 1
Mark Thomas Irvine 2
Kleinfelder Ontario 3
KPFF Irvine 4
The design fees quoted in the proposals were much higher than the initial Caltrans funding allotted and the City requested additional funding from Caltrans for the BPMP project. Staff had to defer award of the agreement pending approval of additional Caltrans funding. The firms agreed to extend the validity of their proposal and remained responsive to the City's requirements.
Agreement for Bridge Preventative Maintenance Program
August 4, 2026
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In June 2026, Caltrans approved additional funding for a total amount not to exceed $528,000 of federal funds. The City is required to provide an additional 20% local match for every federal dollar spent up to $132,000, for a maximum total design phase budget of $660,000. However, based on the recommended consultant and their proposed fee, the total design phase cost is $572,935 of which $458,348 will be reimbursed to the City by Caltrans. Caltrans is currently preparing an updated Program Supplement Agreement and authorization letters to reflect the increased approved design phase funding (Exhibit 3).
Staff recommends awarding an agreement to the highest-ranked firm, Dokken Engineering (Exhibit 4 & 5). Dokken Engineering has had previous contracts with the City for roadway design services. Their proposal received the highest score due to their team’s experience in bridge structures and demonstrating their understanding of the scope of work required. Upon completion of the design phase, which is anticipated within approximately 18 to 24 months, the City will seek approval from Caltrans to proceed to the construction phase with additional funding from the Highway Bridge Program which is approximately $4 million.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with the recommended action. As part of this proposed agreement, the Consultant will be preparing an environmental report for future consideration by City Council.
FISCAL IMPACT
The funds were budgeted and available in the following accounts for Fiscal Year 2025- 2026 and will be carried forward for use in Fiscal Year 2026-2027, subject to City Council approval of the carryover. With the approval of the requested appropriation adjustment, all funds will be available for expenditure in Fiscal Year 2026-2027. Any remaining balances not expended at the end of the fiscal year will be presented to City Council for approval of carryovers into Fiscal Year 2027-2028.
With the approval of the requested appropriation adjustment, $282,400 in grant funds will be recognized in the Select Street Construction, Federal Grant-Indirect revenue account (No. 05917002-52001) and appropriated for spending in the Select Street Construction, Select Street Construction, Improvements Other Than Buildings Account (No. 05917660-66220).
Agreement for Bridge Preventative Maintenance Program
August 4, 2026
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Fiscal Year
Accounting
Unit –
Account No.
(Project No.)
Fund
Description
Accounting Unit,
Account
Description
Amount
CURRENT BUDGET
2026-27
03217662-
66220
(25-6986)
Measure M-
Street
Construction
Measure M2 Local
Fairshare,
Improvements
Other Than
Buildings
$82,587
2026-27
05917660-
66220
(25-6986)
Select Street
Construction
Select Street
Construction,
Improvements
Other Than
Buildings
$175,948
2026-27
05917663-
66220
(25-6986)
Select Street
Construction
HUTA 2103 Gas
Tax,
Improvements
Other Than
Buildings
$32,000
APPROPRIATION ADJUSTMENT
2026-27
05917660-
66220
(25-6986)
Select Street
Construction
Select Street
Construction,
Improvements
Other Than
Buildings
$282,400
TOTAL $572,935
EXHIBIT(S)
1. Location Map
2. RFP No. 25-081A
3. Amended PSA
4. Dokken Engineering Cost Proposal
5. Agreement with Dokken
Submitted By: Rodolfo Rosas, P.E., Acting Executive Director of Public Works Agency Approved By: Alvaro Nuñez, City Manager