Item #08
Date: September 1, 2026
To: Mayor and City Council
From: Jeramy Chapdelaine, Public Works Director/Chief Building Official Subject: Award of Contract for City Hall Window Retrofit Project Recommendation:
Pass a Motion to: 1) Determine that the bid submitted by American Window and Door Systems, Inc. is nonresponsive because the bidder did not demonstrate compliance with the installer qualification requirements of the bid documents; 2) Award the City Hall Window Retrofit Project to Buttacavoli Window & Door, Inc. in the amount of $235,201.71 as the lowest responsive and responsible bidder; 3) Approve a 10% construction contingency in the amount of $23,520.17, for a total project authorization of $258,721.88; 4) Authorize the City Manager to execute the construction contract and related documents, subject to approval as to form by the City Attorney; and 5) Authorize the City Manager to approve contract change orders within the approved project authorization and minor, non-substantive changes as necessary for project implementation.
Background:
The City solicited competitive bids for the City Hall Restroom Remodel Project at 526 C Street.
The City solicited competitive bids for the City Hall Window Retrofit Project at 526 C Street. The project includes removal and replacement of the existing windows at City Hall and the Police Department with retrofit window units. The bid documents specify Milgard Tuscany Series V400 windows, or a City-approved equal.
Discussion & Analysis:
The bid documents require the installer to hold a C-17 Glazing Contractor license and meet one of the following qualifications: 1) the contractor is an authorized dealer of the specified manufacturer; or 2) the Installation Supervisor or lead installer holds FGIA/AAMA Installation Masters Certification or equivalent manufacturer-approved installation training.
During review of the apparent low bid, staff was unable to verify that American Window and Door Systems, Inc. was an authorized Milgard dealer. American was given an opportunity to provide documentation demonstrating compliance with the installer qualification requirements.
In response, American identified Nicolas Carrillo as its lead installer and submitted a certificate showing completion of NorCal Milgard 101 Training on May 17, 2023.
Item #08
Staff contacted Milgard directly to verify the submitted training. Milgard confirmed that the Milgard 101 class is not FGIA/AAMA Installation Masters Certification and is not considered equivalent manufacturer-approved installation training. American did not provide documentation establishing compliance with another installer qualification option.
Based on staff's review and verification with Milgard, American Window and Door Systems, Inc. did not demonstrate compliance with the required installer qualifications. Staff therefore considers American's bid nonresponsive to the bid requirements.
Staff then reviewed the bid submitted by Buttacavoli Window & Door, Inc. Buttacavoli proposed the specified Milgard windows, and its qualification as an authorized Milgard dealer was independently verified. Based on the bid review, Buttacavoli meets the installer qualification requirements and is the lowest responsive and responsible bidder.
The bid documents provide that award shall be made to the lowest responsive and responsible bidder whose proposal complies with the specified requirements. Staff therefore recommends rejecting American's bid as nonresponsive and awarding the construction contract to Buttacavoli Window & Door, Inc. in the amount of $235,201.71.
Environmental Impact:
The project is exempt from environmental review under the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15301, Existing Facilities, because the project consists of alterations and improvements to existing public facilities with no expansion of the existing use.
Legal Review:
The installer qualification issue was reviewed with the City Attorney during the bid review process. At the City Attorney's recommendation, American was provided a firm deadline to submit documentation demonstrating compliance with the installer qualification requirements.
The documentation submitted was independently verified with Milgard and did not establish compliance with the specified installer qualification requirement.
Alignment with City Council Goal(s):
Goal #1 – Increase Fiscal Sustainability
Goal #3 – Improve Infrastructure
Fiscal Analysis:
The recommended construction contract amount is $235,201.71. A 10% construction contingency of $23,520.17 is recommended to address unforeseen conditions and necessary changes that may arise during construction, resulting in a total project authorization of $258,721.88. Funding is available within the approved project budget.
Attachment(s):
1) Bid Results
2) American Window and Door Systems, Inc. Bid Proposal
3) Buttacavoli Window & Door, Inc. Bid Proposal
4) Construction Contract