Fremont City Council Meeting: 09/01/26 07:00 PM
3300 Capitol Avenue Div/Dept: Human Services Department Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 5799) DOC ID: 5799
Updated: 8/27/2026 9:12 AM by Alberto Quintanilla Page 1 Substantial Amendment to Federal Annual Action Plan and Authorizations for the Fremont Family Resource Center Enhancing Navigation Project - Public Hearing (Published Notice) on Adoption of Resolution Approving Substantial Amendment to FY 2024/25 Annual Action Plan; Increase the Appropriation for the Fremont Family Resource Center Navigation Enhancing Project; Authorize the City Manager to Execute an Agreement with Square Signs LLC, DBA Front Signs and Make Findings of CEQA Exemption
Contact Persons:
Name: Robert Lopez Jimmy Chen
Title: CDBG Administrator Facilities Manager
Div/Dept: Human Services Department Public Works
Phone: 510-574-2043 510-494-4715
E-Mail: [email protected] [email protected]
Executive Summary: The purpose of this report is to recommend that the City Council do the following: (1) hold a public hearing on the proposal to amend the City’s FY 2024-2025 Annual Action Plan to increase funding for the Fremont Family Resource Center (FRC) Enhancing Navigation Project by $79,162, for a new total not to exceed amount of $209,162; and (2) approve and authorize City Manager or designee to submit an amended FY 2024-2025 Annual Action Plan to the U.S. Department of Housing and Urban Development (HUD).
Staff also recommends that the City Council accept the bid, award a construction contract for the Enhancing Navigation Project to the lowest responsive and responsible bidder, Square Signs LLC, DBA Front Signs, in the amount of $132,125, authorize a 15% contingency in the amount of $19,819, for a total construction contract amount of $151,944, and authorize the City Manager or designee to execute the contract.
These actions will complete regulatory requirements associated with Community Development Block Grant (CDBG) funding received by the City from HUD.
Background: Constructed in 1981, the two FRC buildings located at 39155 and 39175 Liberty Street have approximately 55,000 square feet of combined leasable space and house multiple public and non-profit agencies that provide an array of services to the community.
Council Staff Report (ID # 5799) Meeting of September 1, 2026 Updated: 8/27/2026 9:12 AM by Alberto Quintanilla Page 2 In 2023, the Human Services Department completed its five-year FRC 2023- 2028 Strategic Plan (Plan). The Plan identified that the largest barrier to providing excellent customer service at the FRC was its confusing signage and navigation. Clients struggle to find the agencies they are seeking at the FRC, resulting in clients becoming discouraged and stressed, in addition to dealing with external stressors. Also, many clients speak a primary language other than English and as the directory signage has not been updated since 1999, clear and multi-lingual signage is needed to better serve the FRC’s diverse clientele.
On June 18, 2024, as part of its Fiscal Year 2024-2025 Annual Action Plan, the City Council approved $130,000 in CDBG grant funding to improve navigation at the FRC by developing clear and multilingual signage for the FRC.
Discussion/Analysis:
The City opened bids for the FRC Enhancing Navigation Project (Project) on April 30, 2026, and did not receive any bids during that time. Staff subsequently solicited bids from additional vendors, which exceeded the original funding estimate and are shown in Table 1.
Table 1: Bids
Bidder Bid Amount
Square Signs LLC, DBA Front Signs $ 132,125
Corporate Sign Systems $ 180,341
The low bidder, Square Signs LLC, DBA Front Signs, is a responsive bidder, and all documents are in order. A 15% construction contingency has been included in case of increased Project costs. The contractor is experienced in this type of work, and the Project costs are outlined in Table 2. The Project includes replacing existing directory maps at the main entrances of the FRC, as well as secondary and tertiary entrances, and in the FRC lobbies for both FRC buildings, along with other navigation improvements.
Table 2: Project Cost & Funding
Estimated Project Costs Amount
Design Consultant and Project Administration $ 38,838 Construction Contract - Low Bid $ 132,125
Construction Contingency (15%) $ 19,819
Construction Inspection and Administration (10%) $ 13,212 Total Estimated Project Costs: $ 209,162
Council Staff Report (ID # 5799) Meeting of September 1, 2026 Updated: 8/27/2026 9:12 AM by Alberto Quintanilla Page 3
Staff recommends the use of $79,162 in unallocated CDBG reserve funds to cover the current Project budget gap.
Staff also recommends the City accept the bid and award the construction contract for the Project to the lowest responsive and responsible bidder, Square Signs LLC, DBA Front Signs, for a total construction contract amount of $151,944, and authorize the City Manager or designee to execute the contract. Because this increase in funding exceeds 50% of the original allocation for the Project in the FY 2024-2025 Annual Action Plan, it constitutes a “substantial change,” to a CDBG project. In accordance with HUD regulations and the City’s CDBG Citizen Participation Plan, when a substantial amendment to an Annual Action Plan is contemplated, a publicly noticed 30-day public review and comment period and a public hearing are required.
To ensure compliance with applicable federal regulations and maximum public participation, the City took the following actions:
1) On Tuesday, July 28, 2026, the City publicly noticed the substantial amendment in print and on-line publications of the Tri-City Voice. This notice began a 30-day public review and comment period, ending August, 26, 2026. The City did not receive any comments during the 30-day comment period.
2) On Friday, July 31, 2026, the City posted the substantial amendment on the City’s website for a total of 30 days ending August 29, 2026. 3) On August 6, 2026, the Citizens Advisory Committee (CAC) held a public hearing and unanimously approved additional funding for this project. The CAC received no public comments on this item. 4) This City Council item constitutes a second public hearing. Any comments received and considered by the City Council will be forwarded to HUD.
Fiscal Impact: The proposed substantial amendment has no impact on the general fund. As of July 2026, the CDBG program had a contingency reserve of $187,124 to be used for gap funding for previously approved capital projects like the Project. This reserve is sufficient to cover the additional $79,162 needed to complete this Project, and Staff recommends that the City Council appropriate an additional $79,162 to Fund 105 (HHS2463).
Council Staff Report (ID # 5799) Meeting of September 1, 2026 Updated: 8/27/2026 9:12 AM by Alberto Quintanilla Page 4 Environmental Review: The Project is categorically exempt from environmental review based on, without limitation, CEQA Guideline Section 15301 (Existing Facilities), as the Project involves minor repair, maintenance, or modification of the interior of the existing facility involving no expansion of use beyond that which presently exists. Consistent with NEPA regulations, funding will not be distributed to a project until appropriate NEPA review and clearance is completed for that project.
Links: FRC Strategic Plan -
https://www.fremont.gov/home/showdocument?id=20996&t=63921455593 1352498
26-025 FRC Wayfinding Signage Construction Documents-
https://www.fremont.gov/home/showdocument?id=20994&t=63921455521 1884637
ATTACHMENTS:
• Exhibit 1 - Substantial Amendment of FY24-25 Action Plan • Resolution - Substantial Amendment FY 2024-25 Annual Action Plan.CAO.Revised
Recommendation: Staff recommend that the City Council do the following:
1. Hold a public hearing on the proposed substantial amendment to the City’s FY 2024-2025 Annual Action Plan to increase funding for the FRC Enhancing Navigation Project by $79,162.
2. Adopt a resolution amending the City’s FY 2024-2025 Annual Action Plan as recommended by staff herein and authorizing the City Manager or designee submit the amended FY 2024-2025 Annual Action Plan to HUD.
3. Appropriate an additional $79,162 in the CDBG account (HHS2463) of Fund 105 for a total amount of $209,162 for the FRC Enhancing Navigation Project.
4. Accept the bid and award the construction contract for the FRC Enhancing Navigation Project to the lowest responsive and responsible bidder, Square Signs LLC, DBA Front Signs, in the amount of $132,125, with a 15% contingency in the amount of $19,819, for a total construction contract amount of $151,944, and authorize the City Manager or designee to execute the contract.
5. Find the FRC Enhancing Navigation Project is exempt from CEQA review as specified in this report.