STAFF REPORT
Meeting Date:
September 23, 2025
CONSENT
8 SUBJECT: AWARD OF CONSTRUCTION CONTRACT FOR CITY HALL ELEVATOR
RENOVATION
RECOMMENDATION: It is recommended that the City Council:
1. Award and authorize the City Manager to execute a contract with Ambit Construction & Design Inc. in the amount of $149,200 for the City Hall Elevator Renovation Project;
2. Authorize the City Manager to approve project-related expenses and change orders for unforeseen circumstances in an amount not to exceed $20,000; and
3. Find that the award of contract is categorically exempt from the California Environmental Quality Act (CEQA) under Section 15301.
Appropriation: $0 Fund: N/A
Submitted By: Mark McAvoy Approved: David A Kiff
Mark McAvoy, Director of Public
Works & Utilities
Dave Kiff, City Manager
SUMMARY OF THE MATTER
This report recommends that the City Council award a construction contract to Ambit Construction & Design, Inc. (Ambit) in the amount of $149,200 for the City Hall Elevator Renovation project. The scope of work includes the replacement of outdated lighting components, controls, and mechanical equipment, upgraded elevator cab finishes, and ADA-compliant features including safety enhancements.
The total estimated project cost is $169,200 which is within the approved budget of $300,000. The project has been reviewed under CEQA and is categorically exempt pursuant to Section 15301 of the CEQA Guidelines. A Coastal Development Permit exemption will be filed.
DISCUSSION
The City Hall Elevator Renovation project modernizes aging infrastructure, enhances safety, and improves elevator reliability and accessibility for both staff and the public. The existing elevator is outdated and in need of comprehensive aesthetic and functional upgrades to meet current building codes, performance standards, and extend the useful life of the facility.
The proposed improvements are as follows:
• Replacement of the elevator cab, equipment, microprocessor controller, and operating systems • Update the elevator tank, including the motor, valves, and hydraulic pump • Installation of a newly designed elevator cab with ADA-compliant features and upgraded finishes • Incorporate energy-efficient lighting, fire suppression systems, and additional safety enhancements
AWARD OF CONSTRUCTION CONTRACT FOR CITY HALL ELEVATOR RENOVATION September 23, 2025
• Painting, flooring replacement, and lobby wall improvements on both the first and second floors near elevator
Bid Process and Contractor Selection
Staff completed a public bid process for the project in accordance with California Public Contract Code requirements. On August 29, 2025, four (4) bids were received. The following is a summary of the bids sorted by bid amount:
Table of Bid Results
Bidder Bid Amount
1. Ambit Construction & Design, Inc. $149,200
2. YMC $233,310
3. Norse Corporation $250,997
4. Demo Leaders, Inc. $506,783
Following a review of the bids, staff determined the low bidder, Ambit, is qualified, properly licensed, and their bid was determined to be responsive and responsible. The firm has completed similar elevator renovation projects for other cities with successful outcomes. Staff recommends that the contract be awarded to Ambit in the amount of $149,200. It is also recommended that funding be provided to cover change orders due to unforeseen conditions. These costs are not expected to exceed $20,000; therefore, it is recommended that the City Manager be authorized to approve change orders for unforeseen circumstances in the amount not-to-exceed $20,000. Construction is anticipated to begin in January 2026 and be completed by March 2026.
FINANCIAL ANALYSIS
The total estimated cost for the project is $169,200, which includes the base contract amount of $149,200 and an additional $20,000 contingency for unforeseen circumstances. The project is fully funded within the previously approved FY 2025-26 Capital Improvement Program budget, and no additional appropriation is requested.
ENVIRONMENTAL ANALYSIS
The recommended action is exempt under the California Environmental Quality Act under CEQA Guidelines Section 15301 because it consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of existing or former use. Here, the recommended action meets the exemption because the work involves renovation of an existing facility with no expansion of use. Upon taking the recommended action, City staff will cause to be filed within five calendar days a notice of exemption with the County and State Clearinghouse
ATTACHMENTS
1. Construction Contract (Pgs. 4-8)
AWARD OF CONSTRUCTION CONTRACT FOR CITY HALL ELEVATOR RENOVATION September 23, 2025
Report Prepared By: Coordinated With:
Yun-Yun Lee, Project Manager Pierre Sawaya, Capital Program Manager Thomas Perez, City Engineer