TITLE:
title
AWARD OF THE ON CALL SIDEWALK REPAIR PROJECT, CITY PROJECT NO. 25-20
end
DEPARTMENT: PUBLIC WORKS DEPARTMENT/ENGINEERING DIVISION
PRESENTED BY: RAJA SETHURAMAN, PUBLIC WORKS DIRECTOR
CONTACT INFORMATION: SEUNG YANG, P.E., CITY ENGINEER (714) 754-5335
RECOMMENDATION:
recommendation
Staff recommends the City Council:
1. Make a finding of California Environmental Quality Act (CEQA) categorical exemption pursuant to CEQA Guidelines section 15301.
2. Adopt plans, specifications, and working details for the On Call Sidewalk Repair Project, City Project No. 25-20.
3. Reject the apparent low bid submitted by Access General Contracting, Inc., 357 North Sheridan Street, Suite 100, Corona, California 92878, as non-responsive.
4. Award a Public Works Agreement (PWA) for construction to S&H Civilworks, 6612 Columbus Avenue, Riverside, California 92504 in the amount of $237,600, and authorize an additional ten percent (10%) contingency in the amount of $23,760 as needed for any unforeseen costs related to this project.
5. Authorize the City Manager and City Clerk to execute the PWA and future amendments to the agreement within Council authorized limits.
ENVIRONMENTAL DETERMINATION:
The proposed action is exempt from the California Environmental Quality Act (CEQA). The action involves an organizational or administrative activity of government that will not result in direct or indirect physical change in the environment. In addition, the proposed action is exempt under section 15301 relating to the operation, repair, maintenance, permitting, and/or minor alteration of existing public facilities.
end
BACKGROUND:
The City has initiated a program to assess sidewalks throughout the City for deficiencies that could result in trip-and-fall incidents. While several of the uplifted sidewalks are addressed by grinding and minor repairs, few areas require major repairs and reconstruction. The City intends to complete this assessment and follow up repairs over a five-year period.
The On Call Sidewalk Repair Project consists of sidewalk repairs at various locations throughout the City on a priority basis. The scope of work for this project addresses repair and reconstruction of damaged and deficient sidewalks, curbs and gutters, driveway approaches, spandrels, cross gutters, and other work as required, within the public right-of-way. Additionally, Americans with Disabilities Act (ADA) accessibility ramps are constructed and upgraded as deemed necessary.
ANALYSIS:
The City Clerk received eight (8) bids for this project on May 6, 2026. Access General Contracting, Inc. (AGC), was the apparent low bidder with a base bid proposal of $228,300. S&H Civilworks (S&H) was the apparent second low bidder with a base bid proposal of $237,600. Van Engineering was the apparent third low bidder with a bid proposal of $248,600.
Van Engineering and Golden Coast Construction withdrew their bids, leaving five (5) remaining bid proposals. Of the five (5) remaining bids, S&H was the apparent responsive low bidder, followed by Gentry General Engineering, Inc. with a base bid proposal of $260,490, and CJ Concrete Construction, Inc. with a base bid proposal of $270,145.
Rejection of the Non-Responsive Bidder
AGC submitted the apparent low bid, with a base bid proposal of $228,300. However, upon review of AGC’s bid, staff determined the bid contained multiple material deficiencies, which renders it non-responsive. Staff notified AGC of its determination on June 30, 2026 (Attachment 1). The bid did not conform to the terms of the bid package for the following reasons: (1) missing original bid bond in the proposal package, (2) missing contract amount and bid security option on bid proposal forms, (3) missing Contract Assurance page in the bid package, and (4) insufficient information provided regarding qualifications and experience.
Based on these material deficiencies, staff has determined that AGC’s bid does not conform to the terms of the bid package and is, therefore, disqualified as non-responsive. As a result, staff recommends that the City Council reject AGC’s bid as non-responsive.
Selection of Lowest Responsible Bidder
S&H submitted the apparent second low bid with a base bid proposal of $237,600. The Engineer’s estimate for the base bid is $318,165, and the average of the remaining five (5) base bids received (not including AGC, Van Engineering, and Golden Coast Construction) amounted to $363,533. The bid summary is included as Attachment 2.
The proposal submitted by S&H includes all the required documents necessary with the bid package and contained no irregularities. Therefore, staff recommends that City Council award the PWA (Attachment 3) to S&H as the lowest responsible bidder.
The license and references of S&H have been checked, and staff has found them to be in good standing. S&H has successfully completed several projects for the City of Costa Mesa in the past, including the Citywide Parkway Maintenance Project (Zones 2 and 5), the Jack Hammett Sports Complex Sidewalk Repairs Project, and most recently, last year’s Priority Sidewalk Repair Project.
Upon City Council award of the PWA, S&H will furnish the necessary bonds, which will be approved as to form by the City. After the award and subsequent execution of the agreement, a “Notice to Proceed” will be issued.
Therefore, staff recommends the City Council award the contract to S&H as the lowest responsible bidder.
ALTERNATIVES:
The alternative would be to reject all bids, re-advertise, and rebid the project. Staff believes that re-advertising and re-bidding the project will not result in lower bids and will delay the project.
FISCAL REVIEW:
Funding for the agreement amount of $261,360, inclusive of a contingency, is available from various street and sidewalk projects budgeted in the current fiscal year, including Citywide Street Improvements, Parkway Maintenance Program and Priority Sidewalk Repair, in various funds, including the Gas Tax Fund (Fund 201) and Measure “M2” Fairshare Fund (Fund 416).
LEGAL REVIEW:
The City Attorney’s Office has reviewed the agenda report, prepared the PWA, and approves them both as to form.
CITY COUNCIL GOALS AND PRIORITIES:
This project works toward achieving the following City Council goals:
• Maintain and Enhance the City’s Facilities, Equipment and Technology.
• Strengthen the Public’s Safety and Improve the Quality of Life.
CONCLUSION:
Staff recommends the City Council:
1. Make a finding of California Environmental Quality Act (CEQA) categorical exemption pursuant to CEQA Guidelines section 15301.
2. Adopt plans, specifications, and working details for the On Call Sidewalk Repair Project, City Project No. 25-20.
3. Reject the apparent low bid submitted by Access General Contracting, Inc., 357 North Sheridan Street, Suite 100, Corona, California 92878, as non-responsive.
4. Award a Public Works Agreement (PWA) for construction to S&H Civilworks, 6612 Columbus Avenue, Riverside, California 92504 in the amount of $237,600, and authorize an additional ten percent (10%) contingency in the amount of $23,760 as needed for any unforeseen costs related to this project.
5. Authorize the City Manager and City Clerk to execute the PWA and future amendments to the agreement within Council authorized limits.