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CC - CONSENT ITEM: (1) Award of a Construction Contract to American Civil Constructors West Coast LLC as the Lowest Responsive and Responsible Bidder, in the Amount of $634,000 for the Overland High Friction Surface Treatment Project, PS027; (2) Authorization to the Public Works Director/City Engineer to Approve Change Orders to the Contract in an Amount Not-to-Exceed $95,100 (15%) to Cover Contingency Costs; and (3) FOUR-FIFTHS VOTE REQUIREMENT: Approval of a Related Budget Amendment to Accept an Additional $109,236 in Grant Funds and Allocate them to CIP Project PS027.
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Meeting Date: March 9, 2026
Contact Person/Dept.: Thomas Check/Public Works Department
Phone Number: (310) 253-5627
Fiscal Impact: Yes [X] No [ ] General Fund: Yes [ ] No [X]
Attachments: Yes [ ] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (03/04/2026)
Department Approval: Yanni Demitri, Public Works Director/City Engineer (02/18/2026) _____________________________________________________________________
RECOMMENDATION
Staff recommends the City Council (1) award a construction contract to American Civil Constructors West Coast LLC as the lowest responsive and responsible bidder, in the amount of $634,000 for the Overland High Friction Surface Treatment Project, PS027; (2) authorize the Public Works Director/City Engineer to approve change orders to the contract in an amount not-to-exceed $95,100 (15%) to cover contingency costs; and (3) approve of a related budget amendment to accept and additional $109,236 in grant funds and allocate them to CIP Project PS027 (requires a four-fifths vote).
BACKGROUND
On July 11, 2022, the City Council accepted a $677,000 grant from Cycle 10 of Caltrans’ Highway Safety Improvement Program (HSIP) for the Overland Avenue High Friction Surface Treatment Project (Project). The Project will install a high-friction surface on a curved portion of Overland Avenue between Maytime Lane and Northgate Street. This federal grant has no local match requirement.
The proposed high-friction surface treatment is a proven safety countermeasure designed to improve motorist traction and reduce crash frequency at horizontal curves and intersections.
DISCUSSION
On October 27, 2025, Council approved the final plans and specifications and authorized staff the publish a Notice Inviting Bids (NIB) for the Overland High Friction Surface Treatment Project, CIP No. PS027. The NIB was posted on PlanetBids on October 30, 2025. On December 4, 2025, the City’s Purchasing Division opened the bids. A summary of bids received is provided below:
• American Civil Constructors West Coast LLC - $634,000
• Estate Design and Construction - $789,600
Staff reviewed the contractor bid documents and determined that American Civil Constructors West Coast LLC submitted the lowest responsive total bid. Staff reviewed the bid proposal and found the bid documents responsive and complete. American Civil Constructors West Coast has completed numerous similar high-friction surface treatment projects across the country.
The original HSIP grant award for this project totaled $677,000, of which $57,136 was spent on the design of plans, specifications, and estimates, leaving a funding deficit of $109,236. Staff submitted a request for cost change to Caltrans and received approval for an additional $109,236 in funds on January 14, 2026. Accordingly, staff recommends the Council approve a budget amendment to accept these additional grant funds and allocate them to CIP Project PS027.
Construction is scheduled to begin in Spring 2026 and is expected to be substantially completed by Summer 2026.
FISCAL ANALYSIS
Inclusive of contingencies, the total project construction cost is estimated to be $729,100. The Adopted Budget for Fiscal Year 2025-2026 includes $619,764 for this project in CIP Project PS027 (Overland Ave HFST). If the Council approves a budget amendment to accept $109,236 in additional grant funds and allocate them to CIP Project PS027 (requires a four-fifths vote), a total of $729,100 will be available for the construction phase of the project, which will provide sufficient funding for this project.
ATTACHMENTS
None.
MOTION
That the City Council:
1. Award a construction contract to American Civil Constructors West Coast LLC as the lowest responsive and responsible bidder in the amount of $634,000 for the Overland High Friction Surface Treatment Project, PS027;
2. Authorize the Public Works Director/City Engineer to approve change orders to the contract in an amount not-to-exceed $95,100 (15%) to cover contingency costs; and
3. Approve a related budget amendment to accept $109,236 in grant funds and allocate them to CIP Project PS027 (requires a four-fifths vote).