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HomeMy WebLinkAboutItem 15 - Approve Additional Contingency Funds for the 10th and Flower Street Improvements Public Works Agency www.santa-ana.org/pw Item # 15 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report July 1, 2025 TOPIC: Additional Contingency Funds for 10th Street and Flower Street Improvements AGENDA TITLE Approve Additional Contingency Funds for the loth and Flower Street Improvements with an Estimated Project Delivery Cost of$2,220,898 (Project No. 22-1342 & 25-6707) (Non-General Fund) (Revive Santa Ana) RECOMMENDED ACTION 1. Approve an appropriation adjustment recognizing $375,000 in the Residential Street Improvement, Prior Year Carry Forward revenue account (No. 05817002-50001) and appropriate the same amount into the Residential Street Improvement, Improvements Other Than Buildings expenditure account (No. 05817660-66220). (Requires five affirmative votes.) 2. Approve an amendment to the Fiscal Year 2025-26 Capital Improvement Program to include $375,000 in construction funds for loth and Flower Street Improvements (Project No. 25-6707). 3. Approve an amendment to the Project Cost Analysis in the amount of$375,000 for a new estimated construction delivery cost of$2,220,898. GOVERNMENT CODE §84308 APPLIES: No DISCUSSION On October 15, 2024, City Council authorized the award of an American Rescue Plan Act (ARPA) funded construction contract to Vido Samarzich, Inc. for the construction of pedestrian and mobility improvements associated with the future park at the southeast corner of loth Street and Flower Street (Exhibit 1). Improvements include constructing a cul-de-sac, bioswale, signalized crosswalk, sidewalk, and street improvements (Exhibit 2). The project is currently under construction and close to completion, however it has encountered a number of unforeseen conditions and project betterments that necessitated change orders and use of existing contingency funds. Specifically, underground gas, water, and sewer utilities needed to be relocated and a new fire hydrant was installed near the cul-de-sac for adequate fire protection. As a result of the additional utility trenching, staff recommends extending the limits of street and Additional Contingency Funds for loth and Flower Street Improvements July 1, 2025 Page 2 pedestrian improvements by approximately 150 feet to fully restore the affected street areas and deliver a more complete pedestrian and mobility improvement project. To capitalize on the favorable pricing of the existing contract with Vido Samarzich, staff is requesting an increase in contingency funding in the amount of$375,000 to perform additional street paving and sidewalk construction work as part of the existing project and complete the street improvements prior to starting construction on the future park. The recommended action will increase the project contingency by $375,000 thereby increasing the total estimated construction delivery cost to $2,220,898 as indicated in the Revised Cost Analysis (Exhibit 3) and as summarized in the table below: EXPENDITURE ORIGINAL ADDITIONAL NEW TOTAL CATEGORY AMOUNT FUNDING Construction Contract $1,476,719 $1,476,719 Construction Administration, Inspection, $221,507 $221,507 Testing Project Contingencies $147,672 $375,000 $447,672 Total $1,845,898 $375,000 $2,220,898 ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT As indicated in the Cost Analysis, the estimated total construction delivery cost of the project is$2,220,898. All funds are available for expenditure in Fiscal Year 2025-2026. Any remaining balances not expended at the end of the fiscal year will be presented to City Council for approval to carry forward to Fiscal Year 2026-2027. With the approval of the requested appropriation adjustment, a portion of the accumulated fund balance will be appropriated for spending in the Residential Street Improvement, Improvements Other Than Buildings Account (No. 05817660-66220). The spendable portion of the fund balance is estimated to be $2,327,505 as of June 30, 2025, which is sufficient to allow for the recommended appropriation of$375,000. The following table summarizes the funds budgeted and available for expenditure to deliver construction of this project (Exhibit 4). Additional Contingency Funds for loth and Flower Street Improvements July 1, 2025 Page 3 Fiscal Year Accounting Fund Accounting Unit— Amount Unit— Description Account No. Account No. Description Project No. Original Budget 18117013- American ARPA— PWA, 2025-26 66220 (22- Rescue Plan Improvements Other $1,645,898 1342) Act ARPA than Buildings 05917663- Select Street HUTA 2103 Gas 2025-26 66220 (25- Construction Tax, Improvements $200,000 6707) Other Than Building Appropriation Adjustment 05817660- Residential Residential Street 2025-26 66220 Street Improvement, $375,000 (25-6707) Improvement Improvements Other than Buildings Total $2,220,898 EXHIBIT(S) 1. Location Map & Project Specifications 2. October 15, 2024 Staff Report 3. Revised Cost Analysis 4. Revised FY 2024-25 Capital Improvement Program Sheet Submitted By: Nabil Saba, P.E., Executive Director, Public Works Agency Approved By: Alvaro Nunez, City Manager SlNWEMOBM L3i1S URMO-U WV LMH1S HIQ rZ4Ey-ZZ'ON M OW e} � 4,y— , tk 8#'o 1:8 9 W a ^o ea g C9 n a 30 P_ g" r� n ��� 3,OHH° s� Q z ll :: 9 Q � so a� +��m4nit� Z a a W ^ w LU Z w m / �vl It�uurut�I ry ^O JJ u L.L CIO - �7 W St in 1 s - e m ea O ZU =s Nc e K g N Q Q z <n 1 J.�SNaVO ew o $t a yc O of U= ma 6 _ ogv � yr�/nC1S � U o 0 LL 1S ?3M0 O gwNH_ (/�/������ �J \\ // �J CL Lim \� %40 o Q ese(De e5s8e 00 (Din000Q00®(g©o w Men w ry C a U g a D [t,t 0 �� w j . s aJ -; HA � LJ� _©�MD� �J� j Ete �p-r ]�AEVE CL CL 1r fi I �� �11 n E,.g Ll b L _q - oJ`c OE'~ has= ss_��s' vase I� OD S1N3VISAOUM iS WEW*I=l(INV IS KIM-ZM-ZZ CN iOBrONd ir '51 w lea 'w 7- oil (Wh Cl) uj Lo uj Kk hz -TP t k ...............T— i F, �VV (IOVG 133HS 338) 00+1t*ViS DNI-I H:DiVh SIN3M3IMHdVql NIVA 2EIIVM DnNDAVH MO-I=PR HIO I ZVE L-ZZ'ON 103WOHd LU LU LU LU LU z L) Z § z Z 3:0 00 > LU Lu 1� §j ui tl w LL, Zi Cf) LO u C: LL jjI zll co Al ----------- E XXX'133il1S U3MOlj ONV H10i:XXXX-OZ s S w ui o o z z e a z ff Y Z O � [ R $ o r b gCL 15 o 3 8 LL N o 0 It E y os $ r $ c z to $ � I I I I I j z � r weg. � A �= s ° ss ; i s IL w w5 o ®oo®®o o ° o o®o o ® o ©o ®0000000® i III I co z w IT w a R �o ff H-0 W a - R b A n & $ P $ R a a a a R R P a p s a s a a P a ,.� �3! _ _ ..R 6 `1 OR A P A A R a A • P R R Y : 7 i x p y . � 9..' � ahaR "ana � a Raxtl k s el < ' 3 •�� ,,+ � = geyAA ;g "saab6bPHb 'd $ $ R - H R LLL a - P f N p M � R 1332l1S 2i3Mal� � R 0 3 - O O o s a a a ��U XXX'.I q:,N I 213MO13 ONtl HlOI:XXXX-OZ B C . CL :�— a =F. z w I � Fli: Ian m i A:.'.t::::•::::. 1133HS 33S 3NnHOivn 41L ' th F T � ��Lsory � :..:.: o a a a cn o � > i' N Y yX _ 1 a L�- 00 XXX'ItMil5 i19MOl ONV HlOT:XXXX-OZ a 3 � 7 g $$ 5# ccgy g9 qq o� ss Z 's a W�L oz J o 0:y 96aas6aao6oaa88aa5589 U— 0 �zua 5 Z O j 0 d - � aaaaasasaca aj I �i 1 a .y g A yy + a em 0 ------ O O11 E m 3 EXHIBIT 2 Public Works Agency www.santa-ana.org/public-works Item # 12 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report October 15, 2024 TOPIC: 10th Street and Flower Street Improvements AGENDA TITLE Construction Contract for the Construction of a Cul de Sac, Bioswale, and Crosswalk Adjacent to Future Park on 10th Street and Flower Street (No. 22-1342) (Non-General Fund) (Revive Santa Ana) RECOMMENDED ACTION 1. Approve an amendment to the Fiscal Year 2024-2025 Capital Improvement Program to include an additional $1,845,898 in construction funds for the 10th Street & Flower Street Improvements Project (No. 22-1342). 2. Approve the Project Cost Analysis for a total estimated construction delivery cost of$1,845,898, which includes $1,476,719 for the construction contract; $221,507 for contract administration, inspection, and testing; and a $147,672 project contingency for unanticipated or unforeseen work due to the complexity and extensive scope of this project. 3. Award a construction contract to Vido Samarzich, Inc., the lowest responsible bidder, in accordance with the base bid in the amount of$1,476,719, subject to change orders, for construction of the loth Street & Flower Street Improvements Project (No. 22-1342), for a term beginning October 15, 2024 and ending upon project completion, and authorize the City Manager to execute the contract. 4. Approve adoption of a Mitigated Negative Declaration for the loth & Flower Street Improvements and future loth & Flower Park, pursuant to the California Environmental Quality Act. Mitigation measures identified in the Mitigated Negative Declaration and Mitigation Monitoring and Reporting Program prepared for the project will be made part of the Construction Contract. GOVERNMENT CODE 484308 APPLIES: No DISCUSSION The Public Works Agency (PWA)'s Engineering Services is responsible for the administration and oversight of all Capital Improvement Projects in the city. American Rescue Plan Act (ARPA) funding has been allocated for the creation of open space to 10th Street and Flower Street Improvements October 15, 2024 Page 2 enhance pedestrian safety, accessibility, and mobility within qualified census tract areas. The southwest corner of Flower Street and 10th Street (Exhibit 1), currently an empty lot owned by the City, is designated for the construction of a new park in the future. This park will prioritize serving the local neighborhood, and may include amenities such as a fitness area, basketball court, playground area, and skate park. To ensure a safe and accessible intersection for the park, additional street safety enhancements are necessary to support the planned improvements (Exhibit 1) which include the closure of 10t" Street at Flower Street and installation of a safe pedestrian crosswalk on Flower Street to the future park. More specifically, the 10th Street and Flower Street Improvements Project (No. 22-1342) will consist of the following: • Excavation, grading, removal, and replacement of asphalt concrete pavement • Installation of concrete sidewalks • Accessible curb ramps, concrete driveways • Concrete street reconstruction • Construction of a new cul-de-sac • Parkway culvert • Installation of a new pedestrian hybrid beacon (PHB) crosswalk • New signage and striping The PHB will enable pedestrians to safely cross Flower Street at 10th Street, while the cul-de-sac will prevent westbound through vehicular traffic on 10th Street. This project meets the intent of the funding source by enhancing traffic safety for pedestrians and all road users upon project completion. 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. Public Outreach and Contractor Participation Staff conducted community outreach efforts to the Willard Neighborhood Association as required by the environmental review process. A 30-day public comment period of the project scope commenced on September 4, 2024 and concluded on October 4, 2024. The environmental documentation detailing the scope of the project was sent to all neighboring property owners within a 500-foot radius of the project site. All comments received related to the issues regarding the environmental study are included in the final Mitigated Negative Declaration (MND) package for final consideration and Santa Ana City Council approval. To provide an opportunity for local vendors to submit bids, the City notified a total of 82 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 five bids were received. No bids were received from Santa Ana contractors. 10th Street and Flower Street Improvements October 15, 2024 Page 3 As legally required, a Notice Inviting Bids was advertised in the Orange County Register newspaper on July 4, 2024. The project was also advertised in PlanetBids from June 25, 2024 to July 30, 2024. Bids were received electronically via PlanetBids on July 30, 2024. No bid protest was submitted by any of the bidders during the bid protest period. Bid Results Summary Rank Bidder's Name Location Base Bid 1 Vido Samarzich, Inc. Rancho Cucamonga, CA $1,476,719 2 Hardy & Harper, Inc. Lake Forest, CA $1,500,000 3 Excel Paving Co. Long Beach, CA $1,684,834 4 MBC Enterprises, Inc. Westminster, CA $1,770,234 5 Axiom Group Los Angeles, CA $1,804,174 A total of five bids were received and all were deemed responsive. Vido Samarzich, Inc. submitted the lowest responsive base bid in the amount of$1,476,719 (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 Vido Samarzich, Inc. (Exhibit 3). Vido Samarzich, Inc. has previously performed work as a prime contractor in the City of Santa Ana within the last five years, most recently completing the Glenwood Street Water Main Replacement and Portland Concrete Cement (PCC) Street project. A reference check was made internally with staff and good reviews were received regarding the quality of work performed by the contractor on previous projects. 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 (Exhibit 4) and as summarized in the table below, the estimated total construction delivery cost of the project is $1,845,898. Project Item Total Construction Contract Bid Amount $1,476,719 Construction Administration $118,137 Inspection $73,836 Testing $29,534 10th Street and Flower Street Improvements October 15, 2024 Page 4 Project Item Total Project Contingencies $147,672 TOTAL ESTIMATED CONSTRUCTION DELIVERY COST $1,845,898 ENVIRONMENTAL IMPACT On September 4, 2024, the City of Santa Ana issued a Draft Initial Study and Mitigated Negative Declaration for the 10th and Flower Street Park Project. This includes the scope of work for the 10th and Flower Street Improvements project, confirming that no significant environmental impacts were identified in the study. A Notice of Intent to adopt a Negative Declaration has been filed with the Orange County Clerk, initiating a 30-day public review and comment period. After commencement of the public review and comment period on October 4, 2024, a Final Initial Study and Mitigated Negative Declaration (Exhibit 5) has been completed which includes any comments and changes to the initial study. Following City Council approval of the Mitigated Negative Declaration, staff will record the Notice of Determination for the 10th and Flower Street Improvements project in accordance with the California Environmental Quality Act (CEQA). FISCAL IMPACT As indicated in the Cost Analysis, the estimated total construction delivery cost of the project is $1,845,898. Funding was presented to City Council on October 1, 2024 as part of the citywide carry forward process, and all funds are available for expenditure in Fiscal Year 2024-25 (Exhibit 6). Any remaining balances not expended at the end of the fiscal year will be carried forward into Fiscal Year 2025-26. The proposed contract authorizes staff a maximum of 10% in contingencies for construction contract change orders. Staff will return to City Council for authorization and appropriation of additional contingency if necessary. Accounting Unit Fiscal Fund Accounting Unit, Year —Account No. Description Account Description Amount Project No. Current Budget 18117013-66220 American ARPA— PWA, 2024-25 (22-1342) Rescue Plan Improvements Other $1,845,898 Act ARPA than Building Total $1,845,898 EXHIBIT(S) 1. Location Map & Concept Drawing 2. Bid Proposal 3. Construction Contract 4. Cost Analysis 10th Street and Flower Street Improvements October 15, 2024 Page 5 5. Environmental Final Study and Mitigated Negative Declaration 6. Capital Improvement Project Worksheet Submitted By: Nabil Saba, P.E., Executive Director— Public Works Agency Approved By: Alvaro Nunez, City Manager EXHIBIT 3 COST ANALYSIS CONSTRUCTION OF PROJECT NO. 22-1342: 10th Street and Flower Street Improvements Construction Contract $ 1,476,719.00 Contract Administration, Inspection and Testing $ 221,507.00 Contingencies $ 447 672.00 TOTAL ESTIMATED CONSTRUCTION COSTS $ 2,145,898.00 # pq \ \ \\\ s A % o \\\0 c , , , . o a£a2 n n >$ & k \ { /2 m/\\ ; , , ,co\\\ §-all CIO/ m m- \ :ED Q w . !�= yt G 7777%± e wa/a % § k L \f/{/ co , , , . 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