HomeMy WebLinkAbout2025-11-04; City Council; 04; Acceptance of Bids and Award of Contract to Van Engineering, Inc. for the El Camino Real Widening from Poinsettia Lane to Camino Vida Roble ProjectCA Review TL
Meeting Date: Nov. 4, 2025
To: Mayor and City Council
From: Geoff Patnoe, City Manager
Staff Contact: Brandon Miles, Associate Engineer
brandon.miles@carlsbadca.gov, 442-339-2745
Subject: Acceptance of Bids and Award of Contract to Van Engineering, Inc. for
the El Camino Real Widening from Poinsettia Lane to Camino Vida Roble
Project
District: 2
Recommended Action
Adopt a resolution accepting the bids and awarding a contract to Van Engineering, Inc. for the
El Camino Real Widening from Poinsettia Lane to Camino Vida Roble Project in an amount not
to exceed $2,287,856.
Executive Summary
This project will widen the northbound segment of El Camino Real from Poinsettia Lane to
Camino Vida Roble. This project will add a third vehicle lane, consistent with the city’s design
standards and the city’s General Plan and Growth Management Plan. The project also includes
new sidewalks, a landscaped median, streetlights and enhanced painted buffered bike lanes.
Staff recommend that the City Council accept the bids for construction of the project and award
a contract to Van Engineering, Inc, in an amount not to exceed $2,287,856.
Carlsbad Municipal Code Section 3.28.080(C) requires the city to use formal bidding procedures
for construction contracts when the value exceeds $220,000. Only the City Council has the
authority to award such contracts under Municipal Code Section 3.28.080(I)(6).
Explanation & Analysis
This project, the El Camino Real Widening from Poinsettia Lane to Camino Vida Roble Project,
Capital Improvement Program, or CIP, Project No. 6072, will physically widen northbound El
Camino Real for approximately 1,500 feet from Cinnabar Way to Camino Vida Roble and
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restripe the northbound segment of El Camino
Real from Poinsettia Lane to Camino Vida Roble
to add a third vehicle through lane, curbs,
gutters, sidewalks, and improve bicycle lanes to
current city standards.
The project supports the city’s efforts to improve
traffic safety while improving circulation and
mobility for people using all forms of
transportation by constructing:
• New sidewalks consistent with the
Americans with Disabilities Act
• Enhanced bike lanes with painted buffers
• Restriped vehicular lanes to provide three
northbound lanes from Poinsettia Lane
to Camino Vida Roble
• A new landscaped median
• New streetlights
Bidding process
• On July 17, 2025, the California Department of Transportation gave the city the
authorization to proceed with construction and the project was advertised for
construction bids on Sept. 9, 2025. Caltrans’ authorization allows the city to use
approximately $1.44 million of federal grant funds administered by Caltrans for the
project.
• The City Council adopted the project’s plans, specifications and contract documents and
authorized the City Clerk to advertise the project for construction bids on Sept. 9, 2025,
with the adoption of Resolution No. 2025-197.
• The project was then advertised using the city’s formal bidding procedures.
• Staff received ten bids for construction of the project on Oct. 22, 2025.
• Staff reviewed the contract documents and found that Van Engineering, Inc was the
lowest responsible bidder, with a responsive bid in an amount not to exceed
$2,287,856.
• Van Engineering, Inc. was found to be responsive because its bid meets the
requirements of the bidding documents and responsible because it submitted a list of
similar projects to show its capability and qualification to perform the specified work.
Fiscal Analysis
Sufficient funding for this project has been appropriated from TransNet funds1 and
approximately $1.44 million from federal funds. The available funds and estimated costs for the
project are shown in the following table:
The project area. (Exhibit 2 is a more detailed
project map.)
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In keeping with Carlsbad Municipal Code Section 3.28.040(C)(5), the City Manager or designee
may approve change orders in an amount equal to the contingency set at the time the contract
is awarded, which is $450,000 for this project.
Environmental Evaluation
In accordance with the California Environmental Quality Act and the Environmental Protection
Ordinance (Title 19) of the Carlsbad Municipal Code, staff conducted an environmental impact
assessment (an initial study) for the project. Project details, including an analysis of potential
environmental impacts, were described in the assessment. The Planning Commission reviewed
and adopted the final mitigated negative declaration, initial study, and mitigation monitoring
and reporting program for the proposed transportation improvements on June 1, 2022
(Planning Commission Resolution No. 7450), and the proposed acquisitions are consistent with
the findings and mitigation measures included and adopted as part of that document.
The project is exempt from the National Environmental Policy Act, or NEPA, review pursuant to
NEPA Regulations 23 CFR 771.117(c): activity (c)(23) - federally funded projects receiving less
than $5 million or with a total estimated cost of not more than $30 million and the California
Department of Transportation’s determination of exclusion is recorded in a categorical
exclusion determination form dated June 28, 2022. Additionally, the categorical exclusion
determination was revalidated by Caltrans on May 13, 2024, and May 27, 2025, to verify the
environmental documents and decisions remained valid.
Next Steps
Once the City Council accepts the bids and awards the construction contract to Van
Engineering, Inc., staff will issue a purchase order, schedule a pre-construction meeting with
Van Engineering, Inc. and issue a notice to proceed for construction of the project.
Construction is expected to commence in early 2026 with a duration of about 12 months and an
estimated completion date of early 2027.
Exhibits
1.City Council resolution
2.Location map
El Camino Real Widening from Poinsettia Lane to Camino Vida Roble Project
Capital Improvement Program Project No. 6072
Total appropriated TransNet and federal funds to date $4,595,000
Total expenditures and encumbrances to date -$959,816
Total available funding $3,635,184
Construction contract - Van Engineering, Inc. -$2,287,856
Construction contingency -$450,000
Construction management, inspection, material testing and support
services (estimated) -$500,000
Total estimated construction costs -$3,237,856
Remaining balance $397,328
Additional appropriation needed $0
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Exhibit 1 RESOLUTION NO. 2025-243 .
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, ACCEPTING THE BIDS AND AWARDING A CONTRACT TO VAN
ENGINEERING, INC. FOR THE EL CAMINO REAL WIDENING FROM
POINSETTIA LANE TO CAMINO VIDA ROBLE PROJECT IN AN AMOUNT NOT
TO EXCEED $2,287,856
WHEREAS, the City Council of the City of Carlsbad, California has determined it necessary,
desirable and in the public interest to widen and restripe El Camino Real from Poinsettia Lane to
Camino Vida Roble, Capital Improvement Program, or CIP, Project No. 6072, or Project; and
WHEREAS, in keeping with the city’s General Plan Mobility Element and Growth Management
Plan, the Project will widen and restripe the northbound segment of El Camino Real from Poinsettia
Lane to Camino Vida Roble to add a third vehicular through lane; and
WHEREAS, Carlsbad Municipal Code, or CMC, Sections 3.28.080(C) requires the city to use
formal bidding procedures for construction contracts when the value exceeds $220,000 and Section
3.28.080(I)(6) designates the City Council as the awarding authority for such contracts and therefore,
the Project is subject to this requirement; and
WHEREAS, on July 17, 2025, the California Department of Transportation, or Caltrans, issued
the Authorization to Proceed with Construction, which authorizes the city to utilize $1.44 million of
federal earmark funds and proceed with the construction phase of the Project that begins with
advertising for construction bids; and
WHEREAS, in addition to $1.44 million of federal grant funding, sufficient funding from TransNet
local funds is available to complete the Project; and
WHEREAS, on Sept. 9, 2025, the City Council adopted Resolution No. 2025-197, adopting the
plans, specifications and contract documents and authorizing advertisement for construction bids for
the Project; and
WHEREAS, on Oct. 22, 2025, staff received 10 bids for construction of the Project; and
WHEREAS, Van Engineering, Inc. submitted the lowest responsive bid in an amount not to
exceed $2,287,856, and staff determined Van Engineering, Inc. is a responsible bidder; and
WHEREAS, CMC Section 3.28.040(C)(5) authorizes the City Manager or designee to approve
change orders in an amount equal to the contingency set at the time of project award, which is
$450,000 for the Project.
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NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as
follows:
1.That the above recitations are true and correct.
2.That the City Council has determined that in accordance with the California
Environmental Quality Act and the Environmental Protection Ordinance (Title 19) of the
Carlsbad Municipal Code, staff conducted an environmental impact assessment (initial
study) for the project. Project details, including an analysis of potential environmental
impacts, were described in the assessment. The Planning Commission reviewed and
adopted the final mitigated negative declaration, initial study, and mitigation
monitoring and reporting program for the proposed transportation improvements on
June 1, 2022 (Planning Commission Resolution No. 7450), and the proposed acquisitions
are consistent with the findings and mitigation measures included and adopted as part
of that document.
3.That the City Council has determined that the Project is exempt from the National
Environmental Policy Act, or NEPA, review pursuant to NEPA Regulations 23 CFR
771.117(c): activity (c)(23) - federally funded projects receiving less than $5 million or
with a total estimated cost of not more than $30 million and the Caltrans' determination
of exclusion is recorded in a categorical exclusion determination form dated June 28,
2022. Additionally, the categorical exclusion determination was revalidated by Caltrans
on May 13, 2024, and May 27, 2025, to verify the environmental documents and
decisions remained valid.
4.That the lowest responsive and responsible bid of $2,287,856 submitted by Van
Engineering, Inc. for construction of the El Camino Real Widening from Poinsettia Lane
to Camino Vida Roble Project, CIP Project No. 6072, is accepted, and the Mayor is
authorized to execute the contract for the Project.
5.That the City Manager or designee is authorized to approve construction change orders
up to $450,000 for the Project.
6.That the City Manager or designee is authorized to sign all other documents necessary
for regulatory compliance, to extend funding opportunities, or to otherwise implement
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and finalize the project, all of which are subject to review and approval as to form by
the City Attorney’s office.
7.That the award of this contract is contingent upon Van Engineering, Inc. executing the
required contract and submitting the required bonds and insurance policies, as
described in the contract, within 20 calendar days after adoption of this Resolution. The
City Manager may grant reasonable extensions of time to execute the contract and
assemble the required bonds and insurance policies.
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City
of Carlsbad on the 4th day of November, 2025, by the following vote, to wit:
AYES: Bhat-Patel, Acosta, Burkholder, Shin.
NAYS:
ABSTAIN:
ABSENT:
None.
Blackburn.
None.
______________________________________
KEITH BLACKBURN, Mayor
______________________________________
SHERRY FREISINGER, City Clerk
(SEAL)
Nov. 4, 2025 Item #4 Page 6 of 7
Docusign Envelope ID: 6E78E8F6-C13B-40B3-943F-DB88AC81B281
EL CAMINO REAL WIDENING FROM
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Nov. 4, 2025 Item #4 Page 7 of 7
Docusign Envelope ID: 6E78E8F6-C13B-40B3-943F-DB88AC81B281