STAFF REPORT
Meeting Date:
September 23, 2025
CONSENT
10 SUBJECT: AWARD OF CONSTRUCTION CONTRACT FOR HAGAN PLACE STAIRS AND
SUSI Q TRELLIS REPLACEMENTS
RECOMMENDATION: It is recommended that the City Council:
1. Award and authorize the City Manager to execute a contract with SFS Constructors & Builders, Inc. in the amount of $335,700 for the Hagan Place Stairs and Susi Q Trellis project;
2. Authorize the City Manager to approve project-related expenses and change orders for unforeseen circumstances in an amount not to exceed $35,000; 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 SFS Constructors & Builders, Inc. (SFS) in the amount of $335,700 for the Hagan Place Stairs and Susi Q Trellis Replacements project. The scope of work includes replacing two existing trellises at the Susi Q Community Center with new structures and canvas shades and replacing the deteriorated concrete stairway at Hagan Place with new lighting upgrades. These improvements will extend the useful life of the facilities, improve accessibility and safety, and enhance the aesthetics in public spaces within the City.
The total estimated project cost is $370,700 which is within the approved budget of $500,000. 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 Hagan Place Stairs and Susi Q Trellis Replacements project involves replacements of deteriorated structures with improvements as follows:
Hagan Place Stairs Replacement
• Replace existing concrete stairway
• Install and paint new galvanized tube steel handrails • Remove existing lighting fixtures and install new LED light fixtures • Remove and replace existing fire sprinklers and signage
AWARD OF CONSTRUCTION CONTRACT FOR HAGAN PLACE STAIRS AND SUSI Q
TRELLIS REPLACEMENTS
September 23, 2025
Susi Q Community Center Trellis
• Replace two existing trellises with new trellises of similar dimensions, including protective finishes/coatings to structural components
• Integrate existing lighting into the new trellis structures • Install new canvas shades at the trellises to provide additional shade and coverage Bid Process and Contractor Selection
Staff completed a public bid process for the project in accordance with the California Public Contract Code requirements. On August 29, 2025, 12 bids were received. The following is a summary of the bids sorted by bid amount:
Table of Bid Results
Bidder Bid Amount Notes
1. Ridgecrest Corporation $244,527 Non-Responsive
2. Developers General Contracting, Inc. $275,074 Non-Responsive
3. YMC $309,100 Non-Responsive
4. Cabifornia, Inc. $313,550 Non-Responsive
5. SFS Constructors & Builders, Inc. $335,700 Lowest Responsive Bid
6. Demo Leaders, Inc. $347,801
7. Corner Keystone Construction Corporation $377,788
8. US Builders & Consultants $394,800
9. Diamond Construction $486,200
10. Leonida Builders, Inc. $535,000
11. R Dependable Construction, Inc. $550,000
12. HZS Engineering, Inc. $577,300
Following a review of the bids, staff determined that the lowest four bidders were missing required information and were therefore deemed non-responsive. The next lowest bidder, SFS, is qualified, properly licensed, and their bid was determined to be responsive and responsible. SFS’ bid of $335,700 is lower than the Engineer’s Estimate of $360,000 and appears to be complete and reasonable. In addition, the firm has completed similar projects for the City of Laguna Beach and other municipalities with successful outcomes.
Therefore, staff recommend that the contract be awarded to SFS in the amount of $335,700. It is also recommended that funding be provided to cover change orders due to unforeseen conditions. These costs are not expected to exceed $35,000; therefore, it is recommended that the City Manager be authorized to approve change orders for unforeseen circumstances in the amount not-to-exceed $35,000. Construction is anticipated to begin in October 2025 and be completed by January 2026.
AWARD OF CONSTRUCTION CONTRACT FOR HAGAN PLACE STAIRS AND SUSI Q
TRELLIS REPLACEMENTS
September 23, 2025
FINANCIAL ANALYSIS
There is an approved budget of $500,000 for the Hagan Place Stairs and Susi Q Trellis Replacement Project.
The recommended contract award of $335,700, together with a contingency allowance of $35,000 for unforeseen conditions, results in a total estimated project cost of $370,700. This amount is within the available budget, and no additional appropriation is required.
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.
ATTACHMENTS
1. Construction Contract (Pgs. 4-8)
Report Prepared By: Coordinated With:
Yun-Yun Lee, Project Manager Pierre Sawaya, Capital Program Manager Thomas Perez, City Engineer