Item #01
Date: July 14, 2026
To: Mayor and City Council
From: Jeramy Chapdelaine, Public Works Director/Chief Building Official Jim Schaad, City Manager
Subject: Rejection of All Bids - City Hall Restroom Remodel Project Recommendation:
Adopt Resolution No. 2026-XX rejecting all bids received for the City Hall Restroom Remodel Project and authorizing staff to revise the project documents and rebid the project.
Rationale for Recommendation:
Rejecting all bids is in the City's best interest and will allow staff to address issuesidentified during the bidding process, clarify the project requirements, revise the project documents, and issue a new solicitation that provides a clearer basis for competitive bidding.
Discussion & Analysis:
The City solicited bids for the City Hall Restroom Remodel Project to renovate the existing men's and women's public restrooms at City Hall, including demolition, accessibility improvements, new finishes, plumbing, mechanical, electrical, fixtures, partitions, and related work.
During the bidding period, nine addenda were issued to provide revised plans, respond to bidder questions, furnish hazardous materials information, add contractor qualification requirements, extend the bid opening date, provide the mandatory pre-bid meeting sign-in sheet, and issue a bid schedule. While these addenda addressed contractor questions and improved the bid documents, they also identified opportunities to further refine and consolidate the project documents.
The City received seven bids prior to the bid deadline. Staff completed an initial review of each submission and identified a number of issues related to the responsiveness and completeness of the bids. While the issues varied among the bidders, examples included:
• Incomplete or missing bid forms.
• Missing or incomplete contractor qualification documentation. • Missing or incomplete customer reference forms.
• Incomplete acknowledgements of issued addenda.
• Incomplete bid schedules or pricing information.
Item #01
• Missing required supporting documentation.
In addition to the issues identified during the bid review, staff determined that further revisions to the project documents would improve the solicitation. The number of contractor questions received and the resulting addenda demonstrated that portions of the plans, specifications, and bidding requirements would benefit from additional clarification and consolidation to reduce ambiguity and promote more consistent and competitive bids.
Rejecting all bids will allow the City to:
• Clarify the scope of work and bidding requirements.
• Consolidate all revisions into a single, coordinated bid package. • Refine contractor qualification requirements.
• Eliminate inconsistencies identified during the bidding process. • Encourage more responsive and competitive bids.
Rejecting all bids and rebidding the project is in the City's best interest and will result in clearer bid documents and a more competitive procurement process.
Environmental Impact:
Rejecting bids and authorizing the project to be rebid is an administrative action and is not a project under the California Environmental Quality Act (CEQA).
Legal Review:
The City Attorney has reviewed and approved the resolution as to form.
Alignment with City Council Goal(s):
This item aligns with City Council Goal #3: Improve Infrastructure.
Fiscal Analysis:
There is no fiscal impact associated with rejecting the bids. Funding for the project remains available and the project will be rebid following completion of the revised bid documents.
Attachment(s):
1) Resolution No. 2026-XX Rejecting All Bids for the City Hall Restroom Remodel Project. 2) Bid Tabulation Summary.