REPORT TO CITY COUNCIL
To:Honorable Mayor and Members of the City Council
From:Jason Simpson, City Manager
Prepared by:Shannon Buckley, Assistant City Manager
Date:October 14, 2025
Subject:Agreement with Caliba, Inc. for the Bid Set ‘A’ Concrete, Framing, Roofing, Exterior Doors, Widows, and Cement Plaster/Brick, Bid Set ‘A’, on the City Library Project (CIP Project No. Z20003)
Recommendation
Approve and authorize the City Manager to execute a Public Works Construction Agreement with Caliba, Inc. in an amount not to exceed $4,831,134.59 for concrete, framing, roofing, exterior doors, widows, and cement plaster/brick, Bid Set ‘A’, on the new City Library Project in such final form as approved by the City Attorney, authorize the City Manager to execute change orders not to exceed a 10% contingency amount of $483,113.00, and authorize the City Clerk to record the Notice of Completion once work is completed.
Background
The city has secured construction funding and has designed a new City Library ready for construction at the corner of Sumner Avenue and Main Street. Construction bid documents were prepared, and Bid Set ‘A’ was advertised for bid in accordance with the requirements set forth in the California Public Contract Code. The city posted on PlanetBids the notice inviting bids for the library project, Bid Set ‘A’: concrete, framing, roofing, exterior doors, windows, and cement plaster/brick. On Wednesday, August 13, 2025, a site visit and job walk were conducted at the project site. All responses to the notice inviting bids questions were posted on PlanetBids.
Six bids were received on or before the deadline of 2:00 p.m. on Wednesday, August 27, 2025. The bids were reviewed in PlanetBids, examined, and declared in City Hall. The bid result was posted in PlanetBids shortly after staff’s review. Following the examination of the bids, the lowest responsive bidder, Caliba Inc., was reviewed and interviewed by staff and determined to be complete. Caliba’s bid, in writing out the bid amount, contained an error of less than two dollars ($2.00), which was determined inconsequential and has been waived.
Agreement with Caliba, Inc.
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Discussion
The companies listed below submitted a bid response. Staff has verified the references and work product of the lowest responsive bidder, and the contractor was briefed on the entire scope of work and is familiar with the project and work requirements. Listed below are the submitted proposals for the City Library, bid set ‘A’: (It is important to note that the lowest bidder (Demo Leaders) did not provide a proposal schedule with the construction amount on the request fourteen items. The other three lowest bidders, Monet Construction, SPEC Construction Inc., and Neman Midland Corp, did not satisfy the 80% self-performing requirements as specified in the notice inviting bids; therefore, these bids are not responsive.
Company Amount Comments
Demo Leaders $530,900.00 Bidder did not provide a proposal schedule Monet Construction $3,876,075.00 73.64% self-performing SPEC Construction Inc. $4,290,000.00 77.83% self-performing Neman Midland Corp $4,751,950.00 76.30% self-performing Caliba Inc. $4,831,134.59 82.42% self-performing
SAS Construction $5,199,000.00 100% self-performing
The estimated cost range for this scope of work was between $4 million and $5 million. This work will essentially construct a completely weather-tight building with exterior finishes. Once the bid set ‘A’ scope of work is completed, the remaining work will include the interior finishes and final electrical, mechanical, and plumbing.
The concrete, framing, roofing, exterior doors, windows, and cement plaster/brick, as outlined in Bid Set ‘A’, work will begin immediately following the execution of the public works construction agreement and the completion of the site development (excavation and grading) currently underway. In this agreement, the key elements will include the following items:
Mobilization & Demobilization Including Construction Schedules (Not To Exceed 3% of Total Bid)
Labor Bond, Material Bond, and Performance Bond
Concrete, Footing & Slab
Spoils Removal
Backfill and Compact
Steel Rebar
Framing with Structural Elements
Roof Decking
Roof Safety Netting / Railing
Roof TPO System
Exterior Windows
Exterior Doors
Agreement with Caliba, Inc.
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Cement Plaster
Masonry Brick
Fiscal Impact
Funding costs are included in the Fiscal Year 2025-26 – 2029-30 Capital Improvement Plan (CIP) budget as CIP Project No. Z20003.
Attachments
Attachment 1 - Agreement
Exhibit A – Proposal
Public Works