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Item # 14
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
December 20, 2022
TOPIC: Appropriate Additional Construction Funding
AGENDA TITLE
Approve an Appropriation Adjustment and Additional Contingency Funds for Existing
Contracts for the Santa Ana Boulevard and 5th Street Protected Bike Lane Project
(Project 17-6880) (Non-General Fund)
RECOMMENDED ACTION
1. Authorize a budget reallocation of $150,000 in unspent Measure M2 Fairshare
funds to the Santa Ana Boulevard and 5th Street Protected Bike Lane Project
(Project No. 17-6880) from Project Development FY 22/23 (No. 23-6899).
2. Authorize a budget reallocation of $200,000 in unspent Measure M2 Fairshare
funds to the Santa Ana Boulevard and 5th Street Protected Bike Lane Project
(Project No. 17-6880) from Right of Way Management FY 22/23 (No. 23-6900).
3. Approve an appropriation adjustment to recognize $400,000 from Orange County
Transportation Authority OC Streetcar Funding in the Select Street Construction,
Expense Reimbursement revenue account, and appropriate the same amount to
the Select Street Construction, Improvements Other Than Building expense
account (Requires five affirmative votes).
4. Approve an amendment to the Fiscal Year 2022-23 Capital Improvement
Program to include $750,000 in construction funds for the Santa Ana Boulevard
and 5th Street Protected Bike Lane Project (Project No. 17-6880).
DISCUSSION
On December 17, 2019, the City Council awarded a construction contract to Vido
Samarzich, Inc. (Contractor) for the Santa Ana Boulevard and 5th Street Protected Bike
Lanes Project (17-6880) (Exhibit 1). The scope of the project includes constructed
median protected bike lanes between the Civic Center and the Santa Ana Regional
Transportation Center. The contractor is required to coordinate closely with the Orange
County Transportation Authority’s (OCTA) OC Streetcar Project; approximately 40
percent of the bike lane alignment is to be constructed immediately adjacent to the OC
Streetcar track slab. The Contractor has successfully completed all work not adjacent to
the OC Streetcar improvements but, due to delays with the OC Streetcar construction,
Appropriation Adjustment for SA Blvd and 5th Street Bike Lane
December 20, 2022
Page 2
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the Contractor was forced to pause their construction until they received approval to
proceed by OCTA and the City to resume construction within in the OC Streetcar
segments. Due to these delays, the Contractor has experienced significant escalation of
material costs and labor rates to perform the remaining work.
Throughout the project, the City has worked closely with OCTA to expedite construction
whenever possible. In doing so, due to their overlapping construction footprints, the
City’s Contractor took on work originally designated for the OC Streetcar in order to
expedite and deliver certain roadway improvements more efficiently.
In order to cover the cost escalations and the additional work performed by the
Contractor (Exhibit 2), the City will be receiving reimbursement from OCTA and
requests an appropriation adjustment to recognize $400,000 from OCTA OC Streetcar
Funding as well as a reallocation of $350,000 in unspent Measure M2 Funds to the
Santa Ana Boulevard and 5th Street Protected Bike Lane Project (Exhibit 3).
ENVIRONMENTAL IMPACT
In accordance with the California Environmental Quality Act, the recommended actions
are exempt from further review. Categorical Exemption Environmental Review No. ER-
2016- 097 was filed for the project.
FISCAL IMPACT
With the approval of the budget reallocations and appropriation adjustments, the total
funding needed to deliver the project will be available for expenditure.
1. Budget reallocation to of $150,000 in unspent Measure M2 Fairshare funds to
the Santa Ana Boulevard and 5th Street Protected Bike Lane Project (Project No.
17-6880) from Project Development FY 22/23 (No. 23-6899).
2. Budget reallocation of $200,000 in unspent Measure M2 Fairshare funds to the
Santa Ana Boulevard and 5th Street Protected Bike Lane Project (Project No. 17-
6880) from Right of Way Management FY 22/23 (No. 23-6900).
3. Appropriation adjustment to recognize $400,000 in Orange County
Transportation Authority OC Streetcar Project funds in the Select Street
Construction, Expense Reimbursement revenue account (No. 05917002-57000)
and appropriate the same amount to the Select Streets Construction,
Improvements Other Than Building expenditure account (No. 05917660-66220).
All funds are available for expenditure in Fiscal Year 2022-23; however, any remaining
balances not expended by the end of the fiscal year will be carried forward into FY
2023-24 for expenditure.
The following table summarizes the $750,000 that will be made available by this Council
action to fund the additional construction costs:
Appropriation Adjustment for SA Blvd and 5th Street Bike Lane
December 20, 2022
Page 3
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Fiscal
Year
Accounting Unit -
Account No.
(Project No.)
Fund
Description
Accounting Unit –
Account No.
Description
Amount
BUDGET REALLOCATION
2022-23
03217662-66220
(From Proj. 23-6899
to Proj. 17-6880)
Measure M
Street
Construction
Measure M2
Fairshare,
Improvements Other
Than Building
$150,000
2022-23
03217662-66220
(From Proj. 23-6900
to Proj. 17-6880)
Measure M
Street
Construction
Measure M2
Fairshare,
Improvements Other
Than Building
$200,000
APPROPRIATION ADJUSTMENTS
2022-23 05917660-66220
(17-6880)
Select Street
Construction
Select Street
Construction,
Improvements Other
Than Building
$400,000
Total:$750,000
EXHIBIT(S)
1. Staff Report: Construction Contract Award 12/17/2019
2. Revised Cost Analysis
3. Amendment to Fiscal Year 2022-23 CIP
Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency
Approved By: Kristine Ridge, City Manager
REQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
DECEMBER 17, 2019
TITLE:
CLERK OF COUNCIL USE ONLY:
APPROVED
APPROVE AN APPROPRIATION As Recommended
ADJUSTMENT AND AWARD A ElAmended
OOrrdinanceon 1" Reading CONSTRUCTION
CONTRACT TO VIDO Ordinance on 2ntl Reading SAMARZICH,
INC., IN THE AMOUNT OF Implementing Resolution 3,
776,881, FOR THE SANTA ANA Set Public Hearing For BOULEVARD
AND 5TH STREET PROTECTED
BIKE LANES PROJECT WITH AN
ESTIMATED TOTAL COST OF $4,484,000 PROJECT
NO 17-6880) STRATEGIC
PLAN NO. 6, 1C} s/
Kristine Ridge CITY
MANAGER CONTINUED
TO 1
1 1 1i!I:Iq:7 RECOMMENDED
ACTION 1.
Approve an appropriation adjustment authorizing the expense of $799,830 from the Traffic System
Management, State Grants -Direct revenue account and appropriating the same amount
to the Active Transportation Program, Improvements Other Than Building expenditure account.
2.
Award a contract to Vido Samarzich, Inc., the lowest responsible bidder, in accordance with the
base bid, in the amount of $3,776,881, for construction of the Santa Ana Boulevard and 5th
Street Protected Bike Lane Project, for the term beginning upon execution of the contract and
ending upon project completion, and authorize the City Manager to execute the contract subject
to non -substantive changes approved by the City Manager and the City Attorney. Approve
the Project Cost Analysis for a total estimated construction delivery cost of 4,
484,000, which includes $3,776,881 for the construction contract; $329,431 for contract administration,
inspection and testing; and a $377,688 project contingency (approximately 10% of
the construction contract amount). DISCUSSION
The
City of Santa Ana is developing safer, walkable streets for Santa Ana residents who are dependent
on walking or bicycling for transportation every day. Implementation of these types of street
improvements are the result of goals established by the City's Active Transportation Plan ATP)
and ultimately provides safe bicycling and walking in the City, enhances non -motorized travel infrastructure,
and creates options to support the existing population. 20E-
1
Award Contract to Vido Samarzich, Inc., for Santa Ana Boulevard
and 5th Street Protected Bike Lanes Project
December 17, 2019
Page 2
The project will install approximately 2.2 miles of protected bike lanes along Santa Ana Boulevard
and 5th Street (Exhibit 1). The proposed bike lanes will improve bicycle routes to and from schools,
parks, trails, local shopping centers, and high -density residential areas. The construction scope of
work includes a raised concrete median, asphalt concrete pavement, concrete sidewalks, curb and
gutter, and driveway approaches. Related improvements will provide Americans with Disabilities
Act curb ramps, pedestrian push buttons, traffic signs and striping, and a traffic signal video
detection system. The work will require relocating several water services from private property onto
the public right-of-way where they are typically located. Once completed, the improvements will
provide safe, fun, convenient, healthy, and environmentally friendly travel for all ages and abilities.
The City secured an Active Transportation Program grant in the amount of $4,484,000 for the Santa
Ana Boulevard and 5th Street Protected Bike Lanes Project. The grant award was included in the
approved Fiscal Year 2018-19 Capital Improvement Program. However, the September 17, 2019
City Council action approving the carryover of unspent Fiscal Year 2018-19 budgets only specified
3,684,170 for this project. Staff is requesting an Appropriation Adjustment (Recommended Action
No. 1) to authorize expenditure of the additional $799,830 needed to establish the project budget
for the full $4,484,000 grant award.
Public Outreach and Contractor Participation
To provide an opportunity for local vendors to submit bids, a Notice Inviting Bids was advertised in
the Orange County Register newspaper on October 8 and 15, 2019. Bids were received
electronically via the City's web -based electronic bidding system, PlanetBids, on October 6, 2019.
Through the PlanetBids online portal, vendors may register to receive notifications on all current
and future City projects, as well as download contract documents, receive project updates and
submit bids electronically.
Project notifications were sent to 873 vendors, including 48 located in the City of Santa Ana, via
PlanetBids. Bid documents were requested from 67 vendors, and bids were received from 5
contractors. No bids were received from Santa Ana contractors.
Bid Results Summary
RANK BIDDER'S NAME LOCATION BASE BID
1 Vido Samarzich, Inc. Rancho Cucamonga 3,776,881
2 Griffith Company Santa Fe Springs 4,673,090
3 Lonerock, Inc. Irvine 4,712,463
4 Excel Paving Co Long Beach 4,734,986
5 Walsh Construction Company II Los Angeles 5,400,000
All five bids were responsive. Vido Samarzich, Inc., submitted the lowest responsive bid (Exhibit 2)
in the amount of $3,776,881. Based on a bid analysis and a contractor's reference check, staff
recommends awarding the construction contract (Exhibit 3) to Vido Samarzich, Inc., in the amount
bid.
20E-2
Award Contract to Vido Samarzich, Inc., for Santa Ana Boulevard
and 5th Street Protected Bike Lanes Project
December 17, 2019
Page 3
Project Delivery
To deliver a complete project, in addition to the construction contract, the estimated total cost to
deliver the project also requires construction administration, inspection, and testing, along with an
allowance for contingencies to account for unexpected or unforeseen conditions. Construction
administration and inspection includes construction management; implementation of the City's
Community Workforce Agreement requirements; inspection of the Contractor's work to ensure
contract compliance, workmanship, and quality; and material testing. As indicated in the Cost
Analysis (Exhibit 4) and as summarized in the table below, the estimated total construction delivery
cost of the project is $4,484,000.
Construction Contract 3,776,881
Construction Administration, Inspection, and Testing 329,431
Contingencies 377,688
ESTIMATED CONSTRUCTION DELIVERY COST 4,484,000
STRATEGIC PLAN ALIGNMENT
Approval of this item supports the City's efforts to meet Goal #6 — Community Facilities &
Infrastructure, Objective #1 (Establish and maintain a Community Investment Plan for all City
assets), Strategy C (Invest resources and technology to extend the service life of existing
infrastructure to protect the City's investment and support a high quality of life standard).
ENVIRONMENTAL IMPACT
In accordance with the California Environmental Quality Act, the recommended actions are exempt
from further review. Categorical Exemption Environmental Review No. ER-2016-097 was filed for
the project.
FISCAL IMPACT
As indicated in the Cost Analysis (Exhibit 4), the estimated total construction delivery cost of the
project is $4,484,000, which includes the construction contract, contract administration, inspection,
testing, and project contingency. Approval of the requested Appropriation Adjustment will authorize
the expense of $799,830 from the Traffic System Management, State Grants -Direct revenue
account (No. 14817002-52025) and appropriate the same amount to the Active Transportation
Program, Improvements Other Than Building expenditure account (No. 14817613-66220).
The following table summarizes the funds budgeted to deliver construction of this project:
Fiscal Year Accounting Unit- Fund Description Accounting Unit, Amount
Account # Account Description
APPROPRIATION ADJUSTMENT
FY 2019-20
14817613-66220 Traffic System Active Transportation
Dec. -June Proj. 17-6880) Management Grant Program, Improvements 799,830
Approved FY18-19 CIP Capital Grants Fund) Other Than Building
CARRYOVER APPROPRIATION (Approved September 17, 2019)
20E-3
Award Contract to Vido Samarzich, Inc., for Santa Ana Boulevard
and 5th Street Protected Bike Lanes Project
December 17, 2019
Page 4
FY 2019-20
14817613-66220 Traffic System Active Transportation
Dec. -June Proj. 17-6880) Management Grant Program, Improvements 3,684,170
Approved FY18-19 CIP Capital Grants Fund) Other Than Building
Total: 4,484,000
All funds are scheduled for expenditure in Fiscal Year 2019-20.
Fuad S. Sweiss, PE, PLS
Executive Director
Public Works Agency
FSS/NS/TC/MO
Exhibits: 1. Location Map
2. Bid Proposal
3. Construction Contract
4. Cost Analysis
Kathryn Downs, CPA
Executive Director
Finance and Management Services Agency
20E-4
EXHIBIT 4
Original Cost Analysis Amount Added Updated Cost Analysis
Construction Contract 3,776,881$ 3,776,881$
Contract Administration 150,543$ 150,543$
Inspection and Testing 178,888$ 178,888$
-$
Contingencies 377,688$ 850,000$ 1,227,688$
TOTAL ESTIMATED CONSTRUCTION COSTS 4,484,000$ 850,000$ 5,334,000$
CONSTRUCTION OF PROJECT NO. 17-6880: Santa Ana Boulevard and 5th Street Protected Bike Lane [ATPL-5063 (170)]
COST ANALYSIS
EXHIBIT 4EXHIBIT 2
CITY OF SANTA ANA FY 22/23CIP
CAPITAL IMPROVEMENT PROJECT WORKSHEET
PROJECT DESCRIPTION:
The project entails constructing median protected bike lane on
portions of Sant Ana Blvd, 5th, 6th, Brown, Lacy, Garfield, and
Mortimer between the Santa Ana Regional Transportation Center
(SARTC) and Orange County Civic Center.
PROJECT NEED:
City of Santa Ana is developing safer, walkable streets for Santa Ana
residents who are dependent on walking or bicycling for transportation
every day. Implementation of these types of street improvements are
the result of goals established by the City' s Active Transportation Plan
ATP) and ultimately provides safe bicycling and walking in the City,
enhances non -motorized travel infrastructure, and creates options to
support the existing population.
PROJECT TITLE:
Santa Ana Boulevard and 5th Street
Protected Bike Lane
PROJECT CATEGORY:
Street Improvements
Arterial Street Rehabilitation
LOCATION MAP
AGENCY:DIVISION:CONTACT:DATE:
Public Works CIP Engineering Sean Thomas, Senior Civil Engineer 04-Nov-2022
PROJECT COSTS FY 22/23 FY 23/24 FY 24/25 FY 25/26 FY 26/27 FY 27/28 FY 28/29
Construction 850,000 ------
TOTAL 850,000 ------
SOURCE OF FUNDS FY 22/23 FY 23/24 FY 24/25 FY 25/26 FY 26/27 FY 27/28 FY 28/29
CMAQ 400,000 ------
GAS TAX 450,000 ------
TOTAL 850,000 ------