HomeMy WebLinkAboutItem 14 - Award Construction Contract for Traffic Calming Improvements Phase 1Public Works Agency
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Item # 14
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
September 19, 2023
TOPIC: Traffic Calming Improvements Phase 1
AGENDA TITLE
Approve an Amendment to the Fiscal Year 2023-24 Capital Improvement Program for
$53,000 and Award a Construction Contract to Hardy & Harper, Inc. in the Amount of
$540,000 for the Traffic Calming Phase 1 in Five Separate Locations on Grovemont St.,
Civic Center Dr., Walnut St., Myrtle St., and Cypress Ave., with an Estimated Project
Delivery Cost of $648,000 (Project No. 23-6034) (General Fund)
RECOMMENDED ACTION
1. Approve an amendment to the FY 2023-24 Capital improvement Program to include
$53,000 in construction funds for the Traffic Calming Phase 1 (Project No. 23-
6034).
2. Authorize the City Manager to reject the bid submitted by HZS Engineering and
Construction as non -responsive and award a construction contract to Hardy &
Harper, Inc. the lowest responsible bidder, in accordance with the base bid in the
amount of $540,000 for construction of the Traffic Calming Phase 1, for a term
beginning September 19, 2023 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.
3. Approve the Project Cost Analysis for a total estimated construction delivery cost of
$648,000, which includes $540,000 for the construction contract; $54,000 for
contract administration, inspection, and testing; and a $54,000 project contingency
for unanticipated or unforeseen work.
4. Determine that the recommended actions are exempt from further review in
accordance with the California Environmental Quality Act as Categorical Exemption
Environmental Review No. ER-2023-35 was filed for the project.
DISCUSSION
The City has identified the need to undertake the installation of traffic calming and traffic
safety devices at six different locations throughout the city (Exhibit 1). This project
meets the intent of the funding source by constructing new wheelchair ramps,
Rectangular Rapid Flashing Beacon (RRFB), angular parking, crosswalks, raised
Award Construction Contract for Traffic Calming Improvements Phase 1
September 19, 2023
Page 2
crosswalk, speed cushions, and enhancing pedestrian crossings through
implementation of new signage and striping. Once these pedestrian and mobility
improvements are completed, it will increase traffic safety for pedestrians and all road
users.
Public Outreach and Contractor Particiaation
To provide an opportunity for local vendors to submit bids, the City notified a total of 900
regional vendors via PlanetBids, many of which are Santa Ana based. Thirty-three
vendors requested bidding documents and a total of four bids were received. The
lowest responsive bid was received from Hardy & Harper, Inc.
As legally required, a Notice Inviting Bids was advertised in the Orange County Register
newspaper on May 26, 2023 and June 2, 2023. The project was also advertised in
PlanetBids from May 26, 2023 through June 15, 2023. Bids were received
electronically via PlanetBids on June 15, 2023.
Bid Results Summary
Rank
Bidder's Name
Location
Base Bid
1
Hardy & Harper, Inc.
Lake Forest, CA
$540,000
2
EBS General Engineering Inc.
Corona, CA
$646,181
3
Excel Paving Co
Long Beach, CA
$689,680
NR
HZS Engineering and Construction
Santa Ana, CA
Non -Responsive
A total of four bids were received, three bids were responsive, and one bid was deemed
non -responsive. Hardy & Harper, Inc. submitted the lowest responsive base bid in the
amount of $540,000 (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
Hardy & Harper, Inc., in the amount of the base bid totaling $540,000 (Exhibit 3).
Hardy & Harper, Inc. is currently the contractor for the Santa Clara Avenue Bike Lane
and Pedestrian Improvements, Project 22-6997. The construction inspector and project
manager are satisfied with the quality of work performed for the City.
Project Delivery
To deliver a complete project, in addition to the construction contract, the estimated total
project delivery cost includes construction administration, inspection, and testing, along
Award Construction Contract for Traffic Calming Improvements Phase 1
September 19, 2023
Page 3
with an allowance for contingencies to account for unexpected or unforeseen
conditions. Construction administration and inspection includes construction
management, and materials 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 $648,000.
Project Item
Total
Construction Contract Bid Amount
$540,000
Construction Administration, Inspection, Testing
$54,000
Contract Contingencies
$54,000
TOTAL ESTIMATED CONSTRUCTION DELIVERY COST
$648,000
ENVIRONMENTAL IMPACT
In accordance with the California Environmental Quality Act, the recommended actions
are exempt from further review. Categorical Exemption Environmental Review No. ER-
2023-35 was filed for the project.
FISCAL IMPACT
Project No. 23-6034 is the number assigned to the funding for tracking of all
expenditures to deliver the construction of this project. As indicated in the Cost Analysis,
the total estimated construction delivery cost of the project is $648,000, which includes
construction, contract administration, inspection, testing, and contingency.
The proposed contract enables Staff to authorize a construction cost increase of up to
25% if necessary for contingencies. Staff expect to utilize other available Public Works
appropriations if a contingency becomes necessary to complete the project. If there are
no other available appropriations, then Staff will return to City Council with a project
update and recommendations.
The following table summarizes the funds budgeted and available in current FY 2023-24
(Exhibit 5) for expenditure to deliver construction of this project. Any remaining balances
not expended at the end of the fiscal year will be presented to City Council for approval
of carryovers to FY 2024-25.
Fiscal
Accounting Unit
Fund
Accounting Unit,
Year
- Account No.
Description
Account No.
Amount
(Project No.)
Description
Existing Budget
PW-Traffic/Trans —
2023-24
01117620-66220
General Fund
Service
Enhancement,
$595,000
(23-6034)
Improvement Other
Than Buildings
Award Construction Contract for Traffic Calming Improvements Phase 1
September 19, 2023
Page 4
Additional Budget
PW-Traffic/Trans —
01117620-66220
Service
2023-24
(23-6034)
General Fund
Enhancement,
$53,000
Improvement Other
Than Buildings
Total
$648,000
EXHIBIT(S)
1. Location Map
2. Bid Proposal
3. Construction Contract
4. Cost Analysis
5. CIP Project Sheet
Submitted By: Nabil Saba, P.E., Executive Director — Public Works Agency
Approved By: Kristine Ridge, City Manager
EXHIBIT 1
SANTA ANA ,LN GR•Ary6P
F Project No. 22-6034: A
P� WA Traffic Calming Improvements Phase I
PUBLIC WORKS AGENCY
EXHIBIT 2
CITY OF SANTA ANA
PROPOSAL
PROJECT NO.: 23-6034
TRAFFIC CALMING IMPROVEMENTS PHASE I
BID PROPOSAL
TO: CITY COUNCIL OF THE CITY OF SANTA ANA
FROM: Hardy & Harper, Inc.
REQUIREMENT:
The undersigned bidder declares that they have carefully examined the location of the proposed
work, that they have examined the Contract Documents in its entirety and hereby proposes to
furnish all material and do all the work required to complete the said work in accordance with
said plans (if any) and the specifications for the unit price(s) or lump sum(s) set forth in the
following schedule:
Item
Description
Qty
Unit
Unit Price
Amount
I
Remove and Construct PCC
630
SF
$
$
Sidewalk (T=4")
2-5-00
151 -750
2
Construct PCC Curb Ramp
525
SF
$
$
yid Qo
21,Gov
3
Remove Fire Hydrant Assembly
3
EA
$
$
12, 000 - 00
0oo
4
Potholing (As -Needed)*
6
EA
$
$
8C0 • o o
4, suo
5
Vertical Offset (As -Needed)*
3
EA
$
$
3, 5co . ob
10, S00
6
Construct New Fire Hydrant
3
EA
$
$
Assembly
29, 00o-oc'
`75, wo
7
install Raised Crosswalk at Adams
1
LS
$
$
St and Artesia St
f 0' 000
00 0
$
Install Raised Crosswalk at Adams
I
LS
$
$
St and Spruce St
10, cxx o0
10,000
9
Install Speed Cushions at
1
LS
$
$
Grovemont St Between Tustin Ave
115, Ow GO
I5, DOp
and Deodar St
10
Install Speed Cushions at Cypress
I
LS
$
$
Ave Between Edinger Ave and St
25
2-5, 000
Andrew PI
I I
Install Speed Cushions at Myrtle St
1
LS
$
$
Between Raitt St and Bristol St
20'OCO- oG
20,000
12
Signing and Striping
1
LS
$
$
2-02,4Gv-pD
2_W,450.
13
Furnish & Install Complete
I
LS
$
$
Functioning Carmanah RRFB
System per Plan at the Intersection
20, DOO, p{'
20, 000
of Civic Center Dr and French St
P-I of P-16
CITY OF SANTA ANA
PROPOSAL
PROJECT NO.: 23-6034
TRAFFIC CALMING IMPROVEMENTS PHASE I
Item
Description
Qty
Unit
Unit Price
Amount
14
Project Advertisement Sign
I
EA
$
3; Doc). 00
$
3, 000
15
As -Built Plans
1
LS
$5,000
$
5, w()
16
Constniction Permit(s)
1
LS
$6,500
$ (0,600
TOTAL BASE BID — BID ITEMS I-16 $ 540, DoD
The lowest responsible bidder shall be selected based on the total base bid. The City reserves the
right to award the Base Bid, and any, all, or none of the add -alternate bid items (if any).
* The quantity for this bid item is shown for bid comparison only. This bid item shall not be
subject to the " 25%" limit as stated in Section 3-2 of the Standard Specifications. The actual
amount for this item will be dictated by the actual quantity used, and the Agency reserves the
right to increase or decrease the quantity of this item accordingly.
i This bid item is considered a Specialty Item per Section 3-2 of the Standard Specifications.
TIME FOR COMPLETION OF IMPROVEMENTS AND LIOUIDATED DAMAGES
The undersigned bidder hereby proposes to complete the Work for the total base bid amount
shown above, within Eighty (80) working days after the commencement date stated in the Notice
to Proceed.
The liquidated damages amount, in lieu of the amount specified in Subsection 6-9 of the
Standard Specifications, shall be $3,600 per calendar day.
Name of Firm Hardv & Hamer. Inc.
Signature of BIDDER
Title Michael Murray,Vice President'
(if an individual, so state. If a firm or co -pa ip, state the firm name and give the names of
all individual co-partners composing the firrK If a corporation, state legal name of corporation,
and names of President, Secretary. Treasurer and Manager, thereof.)
P-2 of P-16
EXHIBIT 3
CITY OF SANTA ANA
CONSTRUCTION CONTRACT
PROJECT 23-6034
TRAFFIC CALMING IMPROVEMENTS PHASE I
This CONSTRUCTION CONTRACT is made and entered into this 1911, day of September, 2023 by and
between the City of Santa Ana, California, a charter city and municipal corporation organized and existing
under the Constitution and laws of the State of California (hereinafter "CITY"), and Hardy & Harper, Inc.
(hereinafter "CONTRACTOR").
W ITNES SETH:
The CITY and the CONTRACTOR, for the consideration hereinafter named, mutually agree as follows:
CONTRACTOR agrees to perform all the work and furnish all the materials at its own cost and
expense necessary to construct and complete in a good and workmanlike manner and to the satisfaction
of the City Engineer of the CITY, the Traffic Calming Improvements Phase 1 (hereinafter referred to
as the "WORK OF IMPROVEMENT") identified in and in accordance with the Contract Documents
prepared by the City's Public Works Agency and approved by the City Council.
2. The complete Construction Contract consists of the "Contract Documents" as defined by the Standard
Specifications for Public Works Construction and which include the following:
• Notice Inviting Bids
• Information to Bidders
• Bid Proposal
• Bid Bond
• Contract Form
• Contract Bonds
• General Provisions
• Special Provisions
• Technical Provisions and Project Plans
• Community Workforce Agreement
• Appendices
In case of conflict between the Contract Documents, the precedence of documents shall be as
established in the Standard Specifications for Public Works Construction.
3. CITY agrees to pay and CONTRACTOR agrees to accept in full payment to complete the WORK OF
IMPROVEMENT the sure total amount not to exceed Five Hundred Forty Thousand Dollars and
No Cents ($540,000.00), as set forth and identified in the BID PROPOSAL, which is attached
hereto and incorporated herein as Exhibit "A," and in accordance with Section 2-7.1 of the
Greenbook: Standard Specifications for Public Works Construction.
The BID PROPOSAL contains a schedule of unit price(s) or lump sum(s) based on approximate
quantities only, and the City does not expressly or by implication agree that the actual amount of work
will correspond therewith, but reserves the right to increase or decrease the amount of any class or
portion of the work or to omit portions of the work as may be deemed necessary or advisable.
rev. 09/01/2017 Page I of 3
4. CONTRACTOR agrees to complete the WORK OF IMPROVEMENT within the time specified in
the Time for Completion of Improvements section of the BID PROPOSAL (Exhibit "A") including
commencing construction within the timeframe therein specified after issuance of a Notice to Proceed.
5. The CONTRACTOR will pay, and will require all subcontractors to pay, all employees on the WORK
OF IMPROVEMENT a salary or wage at least equal to the prevailing salary or wage established for
such work as set forth in the wage determinations for this work in accordance with applicable State
and Federal law.
6. If applicable, the CONTRACTOR shall adhere to the CITY'S Community Workforce Agreement
(CWA), a pre -hire collective bargaining agreement, which establishes the labor relations policies and
procedures for CONTRACTOR to follow in the crafts persons employed to complete the WORK OF
IMPROVEMENT as more fully described in the CWA. The CWA may be found on the City's website
at: http://www.santa-ana.org_/pwa/documents/CWA.pd
7. CONTRACTOR shall, after award of this Contract, furnish two bonds to be approved by the CITY,
one in the amount of One Hundred Percent (100%) of the Contract price, to guarantee the faithful
performance of the work (Performance Bond), and one in the amount of One Hundred Percent (100%)
of the Contract price to guarantee payment of all claims for labor and materials furnished (Payment
Bond). This Contract shall not become effective until such bonds are supplied to and approved by the
CITY.
8. CONTRACTOR shall, prior to the release of the performance and payment bonds or the retention
payment, furnish a warranty performance and payment bond (Warranty Bond). Said Warranty Bond
shall also be required as a condition of project acceptance. For projects up to hive Hundred Thousand
Dollars ($500,000), the Warranty Bond amount shall be the greater of Ten Thousand Dollars ($10,000)
or Twenty Percent (20%) of the final contract price. For projects above Five Hundred Thousand
Dollars ($500,000), the Warranty Bond amount shall be the greater of One Hundred Thousand Dollars
($100,000) or Ten Percent (10%) of the final contract price.
9. CONTRACTOR shall, after award of this Contract, furnish Certificates of Liability Insurance and
Worker's Compensation Insurance as outlined in the General Provisions, to be approved by the CITY.
10. INDEMNIFICATION.
To the fullest extent allowed by law, CONTRACTOR and its Subcontractors hereby agree to defend,
indemnify, and hold harmless CITY, its City Council, boards and commissions, officers, agents,
employees, representatives and volunteers (hereinafter collectively referred to as "Indemnitees"),
through legal counsel acceptable to CITY, from and against any liability, claims, actions, costs,
damages or losses, including reasonable costs and attorney's fees, for injury, including death to any
person or damage to any property, arising directly or indirectly from, or in any manner relating to, any
of the following:
(i) Performance or nonperformance of the Work of Improvement by CONTRACTOR or its
Subcontractors of any lower tier;
(ii) Performance or nonperformance by CONTRACTOR or its Subcontractors of any lower tier,
of any of the obligations under the Contract Documents;
Page 2 of 3
(iii) The construction activities of CONTRACTOR or its Subcontractors of any lower tier, either
on the project site or on other properties;
(iv) The payment or nonpayment by CONTRACTOR of any of its Subcontractors of any lower
tier, for Work of Improvement performed on or off the project site; and
(v) Any personal injury, property damage or economic loss to third persons related to and arising
from the performance or nonperformance by CONTRACTOR or its Subcontractors of any
lower tier, of the Work of Improvement.
(vi) The indemnity obligations of Subcontractors provided by this Section shall be included in all
subcontract documents issued by CONTRACTOR.
Nothing in the Contract Documents shall be construed to give rise to any implied right of indemnity in
favor of CONTRACTOR against CITY or any other Indemnitee.
IN WITNESS WHEREOF, the parties hereto have executed this Construction Contract on the day and
year first above written.
ATTEST:
JENNIFER L. HALL
City Clerk
APPROVED AS TO FORM:
SONIA R. CARVALHO
City Attorney
JOSE MONTOYA
Assistant City Attorney
RECOMMENDED FOR APPROVAL:
NABIL SABA, PE
Executive Director
Public Works Agency
CITY OF SANTA ANA
KRISTINE RIDGE
City Manager
CONTRACTOR:
Harpy & Harper, Inc.
: Vice
Y
Page 3 of 3
EXHIBIT A
CITY OF SANTA ANA
PROPOSAL
PROJECT NO.: 23-6034
TRAFFIC CALMING IMPROVEMENTS PHASE I
BID PROPOSAL
TO: CITY COUNCIL OF THE CITY OF SANTA ANA
FROM: Hardy & Harper, Inc. _
REQUIREMENT:
The undersigned bidder declares that they have carefully examined the location of the proposed
work, that they have examined the Contract Documents in its entirety and hereby proposes to
furnish all material and do all the work required to complete the said work in accordance with
said plans (if any) and the specifications for the unit price(s) or lump sum(s) set forth in the
following schedule:
Item
Description
Qty
Unit
Unit Price
Amount
l
Remove and Construct PCC
630
SF
$
Z5• a0
S
150,750
Sidewalk (T-r)
2
Construct PCC Curb Ramp
525
SF
S
+,•�, o0
$
21,coo
3
Remove Fire Hydrant Assembly
3
EA
$
$
12,oco • co
3to,OM
4
Potholing (As -Needed)*
6
EA
$
S
800 • 00
4. 800
5
Vertical Offset (As -Needed)*
3
EA
S
S
3, 5co • od
10,500
6
Construct New Fire Hydrant
3
EA
S
S
Assembly
2-5, 000. c+G
?5, 000
7
Install Raised Crosswalk at Adams
I
LS
$
S
St and Artesia St
101000. 00
10,000
8
Install Raised Crosswalk at Adams
1
LS
S
S
St and Spruce St
10, 000• oo
lot coo
9
Install Speed Cushions at
1
LS
S
S
Grovemont St Between Tustin Ave
15 J 0O0 , 00
I5, Coo
and Deodar St
10
Install Speed Cushions at Cypress
I
LS
S
S
Ave Between Edinger Ave and St
25, 000 00
2-5100O
Andrew PI
1 1
Install Speed Cushions at Myrtle St
I
LS
$
$
Between Raitt St and Bristol St
20,C00 • e o
20, 000
12
Signing and Striping
I
LS
$
$
2-W) 46D • coo
9,02,450.
13
Furnish & Install Complete
1
LS
S
$
Functioning Carmanah RRF8
D ODa.
0t?D
System per Plan at the Intersection
00
of Civic Center Dr and French St
P- l of P-16
EXHIBIT A
CITY OF SANTA ANA
PROPOSAL
PROJECT NO.: 23-6034
TRAFFIC CALMING IMPROVEMENTS PHASE
Item
Description
Qty
Unit
Unit Price
Amount
14
Project Advertisement Sign
I
EA
S
3, 000
S
3, aao
15
As -Built Plans
I
Ls
S5.000
S
5,Wv
16
Construction Permit(s)
1
1.1%
$6.500
5 �
TOTAL BASE BID -- BID ITEMS 1-16 S '340, oop
The lowest responsible bidder shall be selected based on the total base bid. The City reserves the
right to award the Base Bid, and any, all, or none of the add -alternate bid items (if any).
' The quantity for this bid item is shown for bid comparison only. This bid item shall not be
subject to the " 25%" limit as stated in Section 3-2 of the Standard Specifications. The actual
amount for this item will be dictated by the actual quantity used, and the Agency reserves the
right to increase or decrease the quantity of this item accordingly.
t This bid item is considered a Specialty Item per Section 3-2 of the Standard Specifications.
TIME FOR COMPLETION OF IMPROVEMENTS AND LIQUIDATED DAMAGES
The undersigned bidder hereby proposes to complete the Work for the total base bid amount
shown above, within Eight), (80) working days after the commencement date stated in the Notice
to Proceed.
The liquidated damages amount, in lieu of the amount specified in Subsection 6-9 of the
Standard Specifications, shall be $3,600 per calendar day.
Name of Firm Hard & Harper, Inc.
Signature of BIDDER
Title Michael Murray. Vice Preside
(If an individual, so state. 11'a firm or co -pa ip, state the firm name and give the names of
all individual co-partners composing the firrV If a corporation, state legal name of corporation.
and names of President. Secretarv. Treasurer and Manager, thereof.)
P-2 of P-16
EXHIBIT 4
COST ANALYSIS
CONSTRUCTION OF PROJECT NO. 23-6034: Traffic Calming Improvements
Phase 1
Construction Contract
$
540,000.00
Contract Administration, Inspection and Testing
$
54,000.00
Contingencies
$
54,000.00
TOTAL ESTIMATED CONSTRUCTION COSTS
$
648,000.00
EXHIBIT 5
PROJECT TITLE:
Traffic Calming Improvements -
Phase 1
PROJECT CATEGORY:
Traffic Improvements
Traffic Improvements
LOCATION MAP
N
CITY OF SANTA ANA FY 23/24CIP
CAPITAL IMPROVEMENT PROJECT WORKSHEET do
PROJECT DESCRIPTION:
Installation of traffic calming or traffic safety devices at various
locations. Raised Crosswalk: Adams St & Spruce St, Adams St &
Artesia St. Speed Humps: Deodar St. from Avalon Ave to 17th St;
Grovemont from Ponderosa St. to Deodar St; Cypress from St.
Andrew to Edinger Ave; Myrtle from Raitt St. to Bristol St. Parking
Improvements: Angled Parking on Walnut St. Flashing Beacon
Crosswalk: Civic Center and French St.
IPROJECT NEED:
Project is designed to increase pedestrian and bicyclist traffic safety.
PROJECT COSTS FY 23/24 FY 24/25 FY 25/26 FY 26/27 FY 27/28 FY 28/29 FY 29/30
Construction 53,000 - - - - - -
TOTAL 53,000 - -
CITYWIDE SOURCE OF FUNDS FY 23/24 FY 24/25 FY 25/26 FY 26/27 FY 27/28 FY 28/29 FY 29/30
GENERAL FUND 53,000 - - - - - -
TOTAL 53,000 - - - -
AGENCY:
Public Works
DIVISION:
Traffic Engineering
CONTACT:
Ruben Castaneda, Senior Engineer
DATE:
19-Sep-2023