Fremont City Council Meeting: 09/02/25 07:00 PM
3300 Capitol Avenue Div/Dept: Public Works
Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 5516) DOC ID: 5516
Updated: 8/26/2025 9:45 AM by Dina Lewis Page 1
POLICE EVIDENCE WAREHOUSE FREEZER REPLACEMENT - Approval of Plans and Specifications; Award of Contract to Ron Paris Construction Co., Inc. in the Amount of $491,057 (Including 15% Contingency) for the Police Evidence Warehouse Freezer Replacement Project (PWC8393); Make Findings of CEQA Exemption.
Contact Persons:
Name: Jimmy Chen Hans Larsen
Title: Facilities Manager Public Works Director
Div/Dept: Public Works Public Works
Phone: 510-494-4715 510-494-4722
E-Mail: [email protected] [email protected]
Executive Summary: The purpose of this report is to facilitate the replacement of an aging cold storage system used at the Police Center for preserving biological evidence.
BACKGROUND: The Police Detention and Evidence Warehouse building located at 1990 Stevenson Boulevard is an approximately 29,000 square-foot, two-story building constructed in 2002. The building is used for temporary retention and storage of evidence.
Some of the collected evidence, such as samples of blood, DNA, and skin tissue, require refrigeration or freezing to maintain integrity for forensic analysis. The existing freezer and refrigerator system at the Police Center has reached the end of its life cycle and needs to be replaced. The freezer system is no longer functioning, and a temporary freezer is being rented at a cost of $8,000 per month. The proposed new system has been designed for redundancy, so that if some components break down, the system can continue to operate until the broken component is repaired or replaced. Construction is anticipated to start in September 2025 with completion anticipated by December 2025.
DISCUSSION/ANALYSIS: Bids for this project were opened on August 1, 2025. The bidders with their respective bid amount are shown below. The Engineer’s Estimate is $400,000.
Bidder Bid Amount
Ron Paris Construction $ 427,006.00
Environmental Systems Inc. $ 600,000.00
The low bidder, Ron Paris Construction, submitted a responsive bid and all documents are in order. The contractor is a responsible bidder experienced in this type of work and has satisfactorily completed contracts of similar nature with other nearby agencies.
Project Cost and Funding
Estimated Project Costs:
Design Consultant and Project Administration $ 52,000
Construction Contract - Low Bid $ 427,006
Council Staff Report (ID # 5516) Meeting of September 2, 2025 Updated: 8/26/2025 9:45 AM by Dina Lewis Page 2
Construction Contingency (15%) $ 64,051
TOTAL ESTIMATED PROJECT COSTS: $ 543,057
Source of Funding
PWC 8393-501 – Building Capital Replacement $ 543,057
TOTAL FUNDS AVAILABLE $ 543,057
Based on the contract amount and the project cost estimate, there are sufficient funds budgeted for this project.
FISCAL IMPACT: The estimated project cost of $543,057 will be funded from sources in the adopted Capital Budget. The appropriation for the Building Capital Replacement program (PW 8393) has sufficient funding to complete the project.
ENVIRONMENTAL REVIEW: The project is categorically exempt from environmental review based on, without limitation, CEQA Guidelines Section 15301(d), Existing Facilities, addressing restoration or rehabilitation of deteriorated or damaged mechanical equipment to meet current standards of public health and safety.
ATTACHMENTS: None.
RECOMMENDATION: Approval of the following actions related to the Police Evidence Warehouse Freezer Replacement Project (PWC8393):
1. Approve Plans and Specifications.
2. Accept the Bid and award the construction contract to the lowest responsive and responsible bidder, Ron Paris Construction Co. Inc., in the amount of $427,006 and allocate a 15% contingency in the amount of $64,051 for a total construction contract amount of $491,057 and authorize the City Manager, or designee, to execute the contract.
3. Find the project is exempt from CEQA review pursuant to CEQA Guidelines Section 15301(d) pertaining to the replacement of mechanical equipment to meet current standards of public health and safety.