HomeMy WebLinkAboutItem 16 - Santa Ana Boulevard Grade Separation Project Public Works Agency
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Item # 16
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
October 7, 2025
TOPIC: Santa Ana Boulevard Grade Separation Project
AGENDA TITLE
Second Amendment to Agreement with Mark Thomas & Company, Inc. for Grant Writing
Services (No. 22-6899, 24-6899, 25-6899 & 26-6899) (Non-General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute the second amendment to the agreement with
Mark Thomas & Company, Inc. for grant writing services for the Santa Ana Boulevard
Grade Separation in the amount of $75,000, for a new total not-to-exceed amount of
$405,000 and exercise the final extension option ending December 20, 2026 (Agreement
No. A-2025-XXX).
GOVERNMENT CODE 484308 APPLIES: Yes
DISCUSSION
The proposed Santa Ana Boulevard Grade Separation is adjacent to the Santa Ana
Regional Transportation Center (SARTC) and will include a new four-lane underpass to
replace the existing at-grade rail crossing at the Southern California Regional Rail
Authority (SCRRA) double tracks on Santa Ana Boulevard. This project will eliminate the
at-grade crossing allowing for enhanced safety by separating vehicles, pedestrians, and
cyclists from trains at the railroad crossing. It will reduce traffic congestion along a busy
arterial, encourage a passenger rail mode shift, reduce air and noise pollution, provide
unhindered access for emergency vehicles, and provide connectivity across Santa Ana
Boulevard to SARTC. The improvements will include a raised median, bike lanes,
sidewalks, storm water pump station, space for a transportation opportunity zone, and a
pedestrian plaza. The total cost of this proposed project is estimated to be $126,500,000
and can only be realized with grant funding, which is typical for transportation projects of
this magnitude.
On September 27, 2021, the Public Works Agency released Request for Proposal (RFP)
No. 21-111, by which it sought the services of a professional engineering firm to provide
grant writing services for the Public Works Agency Santa Ana Boulevard Grade
Separation Project. Mark Thomas & Company, Inc. was awarded an agreement based
upon the scope of work and selection criteria outlined in the RFP for a total amount not-
to-exceed $330,000.
Second Amendment Mark Thomas Grant Writing
October 7, 2025
Page 2
Mark Thomas & Company, Inc. has submitted several grant applications for the Santa
Ana Boulevard Grade Separation as part of the original agreement scope, including two
successful grant awards of $7,000,000 from Transit and Intercity Rail Capital Program
(TIRCP) and a $25,000,000 from Rebuilding American Infrastructure with Sustainability
(RAISE) grant programs. Staff recommends executing a second amendment to the
current agreement with Mark Thomas & Company, Inc. for an additional amount of
$75,000 to provide grant writing services for additional grant applications, including the
Railroad Crossing Elimination Program (RCE), Consolidated Rail Infrastructure and
Safety Improvement (CRISI), Better Utilizing Investments to Leverage Development
(BUILD), and Trade Corridor Enhancement Program (TCEP)for the Santa Ana Boulevard
Grade Separation project (Exhibit 1).
ENVIRONMENTAL IMPACT
There is no environmental impact associated with the action.
FISCAL IMPACT
Funds are budgeted and available in the following account for Fiscal Year 2025-26. Any
remaining balances not expended at the end of the fiscal year will be presented to City
Council for approval of carryovers to FY 2026-27.
Accounting Accounting Unit -
Fiscal Description
Y Fund Unit -Account Account No. Amount
Year No Description
Measure M2 Local
03217662- Measure M Fairshare,
2025-26 66220 Street Improvements Other $75,000
(Proj. 26-6899) Construction Than
Buildings
TOTAL: $75,000
EXHIBIT(S)
1. Agreement Amendment with Mark Thomas & Company, Inc.
Submitted By: Rodolfo Rosas, P.E., Acting Executive Director— Public Works Agency
Approved By: Alvaro Nunez, City Manager
SECOND AMENDMENT TO AGREEMENT TO PROVIDE GRANT WRITING
SERVICES FOR THE CITY OF SANTA ANA
THIS SECOND AMENDMENT to the above-referenced agreement is entered into on October 7,
2025, by and between Mark Thomas & Company, Inc., a California corporation ("Consultant")
and the City of Santa Ana, a charter city and municipal corporation organized and existing under
the Constitution and laws of the State of California("City").
RECITALS
A. The parties entered into Agreement No. A-2021-250, dated December 21, 2021, by which
Consultant agreed to provide grant writing services for the Santa Ana Boulevard grade
separation ("Agreement"). The term of the Agreement included an option for the parties to
extend the term for up to two (2) one (1) year periods.
B. On April 16,2024,the parties entered into a First Amendment to the Agreement.(A-2024-044)
to prepare an additional three(3)grant applications and increase the total not-to-exceed amount
due under the Agreement to reflect the additional three (3) grant applications to be written by
Consultant.
C. On December 11, 2024, the parties opted to exercise the first of the one-year extensions (A-
2021-250-01). The Agreement is current and in-effect and expires on.December 20, 2025.
D. The parties now wish to amend the Scope of Services set forth in the Agreement to include
Consultant's preparation of an additional four(4) grant applications and increase the total not-
to-exceed amount due under the Agreement to reflect the additional four(4) grant applications
to be written by Consultant. The parties also further wish to exercise the final option to extend
the term of the Agreement. No other changes are contemplated by this Second Amendment.
The Parties therefore agree:
I. Section 1, Scope of Services, is hereby amended to include the following language:
Furthermore, Consultant will provide grant writing services for an additional four (4) grant
applications, including: 1) 2025 Railroad. Crossing Elimination (RCE) Program; 2) 2025
Consolidated Rail Infrastructure and. Safety Improvement (CRIS1) .Program; 3) 2026 Better
Utilizing Investments to Leverage Development (BUILD) Program; and 4) 2026 Trade
Corridor Enhancement Program (TCEP), as further described in Exhibit A-2, which is
attached hereto and incorporated herein by reference.
2. Section 2.a., Compensation, is amended to increase the not-to-exceed amount by an
additional $75,000.00, for a total not-to-exceed amount under the Agreement of$405,000.
3. Section 3, Term, is extended for an additional one-year period through December 20, 2026.
The parties agree and understand that this extension of the term reflects the final available
option to extend under the terms of the Agreement.
Page I of 2
4. Except as modified by this Second Amendment, all terms and conditions of the Agreement, as
amended, shall remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to the
Agreement on the date and year first written above.
ATTEST CITY OF SANTA ANA
JENNIFER L. HALL ALVARO NUNEZ
City Clerk City Manager
APPROVED AS TO FORM MARK THOMAS
Sonia R. Carvalho
City Attorney
By: �
1$ E NELLESEN By: Pat Somerville
Assistant City Attorney Title: Associate Principal
RECOMMENDED FOR APPROVAL
zf�
rLFO SAS,
cting Ex ut' irector
Public Works Agency
Page 2 of 2
EXHIBIT A-2
LA
MARK THOMAS
August 9, 2025
City of Santa Ana Project No. 21-00208
Public Works Agency
20 Civic Center Plaza, Ross Annex, M-20
Santa Ana, CA 92702
Attn: Gilbert Castillo, Senior Engineer
RE: Amendment #2— Santa Ana Grade Separation Grant Writing Services
Dear Mr. Castillo:
Mark Thomas has enjoyed working with the City of Santa Ana (City) on the Santa Ana
Grade Separation Grant Writing Services. Per the City's request, we have prepared
this amendment to provide ongoing funding support. This includes preparing four
grant applications. For this scope of work, are anticipating the grant applications to
include:
• 2025 Railroad Crossing Elimination (RCE) Program
• 2025 Consolidated Rail Infrastructure and Safety Improvement (CRISI) Program
• 2026 Better Utilizing Investments to Leverage Development (BUILD) Program
• 2026 Trade Corridor Enhancement Program (TCEP)
SCOPE OF WORK
Task 1 — 2025-2026 Additional Grant Applications
Task 1.1 —2025 RCE Grant Application
Mark Thomas will prepare the draft and final RCE grant application for the project. We
will prepare the application in accordance with the USDOT issued Notice of Funding
Opportunity (NOFO). This is anticipated to include grant narrative responses, scope of
work, schedule and budget documents, and forms. We will prepare revised graphics and
maps as necessary. Mark Thomas will prepare a letter of support template. We will work
with the City to obtain letters of support. We will prepare Caltrans intake forms and letter
templates to obtain state support. Mark Thomas will also prepare the application files for
submission and upload documents to grants.gov.
MARKTHOMAS.COM
i PAGE 2OF3
Deliverables
• Draft and Final Grant Application Narrative
• Draft and Final Statement of Work Documents
• Draft and Final Letter of Support Template
• Draft and Final Caltrans Intake Forms
Task 1.2 —2025 CRISI Grant Application
Mark Thomas will prepare the draft and final RCE grant application for the project. We
will prepare the application in accordance with the USDOT issued NOFO. This is
anticipated to include grant narrative responses, scope of work, schedule and budget
documents, benefit cost analysis (BCA) and memorandum, and forms. We will prepare
revised graphics and maps as necessary. Mark Thomas will prepare a letter of support
template. We will work with the City to obtain letters of support. We will prepare Caltrans
intake forms and letter templates to obtain state support. Mark Thomas will also prepare
the application files for submission and upload documents to grants.gov.
Deliverables
• Draft and Final Grant Application Narrative
• Draft and Final Statement of Work Documents
• Draft and Final BCA Calculations and Memorandum
• Draft and Final Letter of Support Template
• Draft and Final Caltrans Intake Forms
Task 1.3 —2026 BUILD Grant Application
Mark Thomas will prepare the draft and final BUILD grant application for the project. We
will prepare the application in accordance with the USDOT NOFO. This is anticipated to
include grant narrative responses, BCA and memorandum, and forms. We will prepare
revised graphics and maps as necessary. Mark Thomas will prepare a letter of support
template. We will work with the City to obtain letters of support. We will prepare Caltrans
intake forms and letter templates to obtain state support. Mark Thomas will also prepare
the application files for submission and upload documents to grants.gov.
Deliverables
• Draft and Final Grant Application Narrative
• Draft and Final BCA Calculations and Memorandum
• Draft and Final Letter of Support Template
• Draft and Final Caltrans Intake Forms
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j PAGE 3 OF 3
Task 1.4—2026 TCEP Grant Application
Mark Thomas will work with Caltrans to pursue a joint TCEP nomination. This includes
developing intake forms and responding to Caltrans' requests. We will coordinate and
lead office hours meetings with the California Transportation Commission (CTC) to
discuss the project. We will prepare the application in accordance with the CTC grant
guidelines. This is anticipated to include grant narrative responses, BCA and
memorandum, performance measures, and Project Programming Request form. We will
prepare revised graphics and maps as necessary. Mark Thomas will prepare a letter of
support template. We will work with the City to obtain letters of support. Mark Thomas
will also prepare the application files for submission and submit the application to the
CTC on the City's behalf.
Deliverables
• Draft and Final Caltrans Intake Forms
• Draft and Final Grant Application Narrative
• Draft and Final BCA Calculations and Memorandum
• Draft and Final Performance Measures
• Draft and Final Project Programming Request
• Draft and Final Letter of Support Template
COST PROPOSAL
The cost to prepare the scope of work is $74,995. A detailed cost estimate by task and
staff classification is provided on the following page.
Thank you for the opportunity to continue to work with the City on securing funding for
the project. If you have any questions regarding our amendment, please feel free to
contact me at (916) 539-4680 or rbissegger@markthomas.com.
Sincerely,
MARK THOMAS AND COMPANY, INC.
r
Ryan Bissegger
New Business Director + Associate
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