Item #06
Date: September 15, 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 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.
The contract award was originally scheduled for consideration by the City Council on September 1, 2026. The item was continued to allow additional time to review AWDS's objection to staff's initial determination and complete the review of installer qualifications before making a final award recommendation.
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 InstallationMasters Certification or equivalent manufacturer-approved installation training.
During review of the apparent low bid submitted by American Window and Door Systems, Inc. (AWDS), staff was unable to verify that AWDS met either installer qualification. AWDS was provided an opportunity to submit additional documentation by August 27, 2026. The Item #06
documentation submitted did not establish compliance with the installer qualification requirements, and AWDS was notified that staff considered its bid nonresponsive and would not recommend it for award.
AWDS disputed that determination and advised the City that it intended to challenge any rejection of its bid. AWDS maintained that the documentation it provided demonstrated compliance with the installer qualifications and raised concerns that the City was applying requirements beyond those stated in the bid documents.
The contract award was continued from the September 1 City Council meeting to allow additional time to review AWDS's objections and the installer qualification issue. Before making a final determination, the City provided both AWDS and Buttacavoli Window & Door, Inc. the same opportunity to identify the installer qualification alternative they were relying upon and provide supporting documentation. Both bidders were given a deadline of September 10, 2026.
AWDS acknowledged that its Milgard dealer account is maintained under August Jaye, a separate company that did not bid the project. AWDS did not provide documentation establishing that American Window and Door Systems, Inc. itself is an authorized Milgard dealer.
AWDS identified Eddy Deniz as the Installation Supervisor for the project. AWDS did not provide an FGIA/AAMA InstallationMasters certification for Mr. Deniz or documentation showing that he personally completed equivalent manufacturer-approved installation training. AWDS relies in part on correspondence from Milgard stating that Mr. Deniz is authorized to install Milgard windows; however, the correspondence does not identify or document manufacturer-approved installation training completed by Mr. Deniz.
AWDS also provided Milgard training certificates for other employees. Nicolas Carrillo's certificate shows completion of NorCal Milgard 101 Training. Staff contacted Milgard directly and was advised that the Milgard 101 class is not FGIA/AAMA InstallationMasters Certification and is not considered equivalent manufacturer-approved installation training. AWDS also submitted a certificate for Michael Unciano showing completion of NorCal Service Training. Neither individual was identified by AWDS as the Installation Supervisor or lead installer for this project.
Buttacavoli provided documentation supporting both installer qualification alternatives. Milgard confirmed that Buttacavoli is a Milgard Certified Dealer and provided documentation of its participation in the 2026 Milgard Certified Dealer Program. Buttacavoli also provided FGIA/AAMA InstallationMasters credentials for two of its lead installers. Milgard separately confirmed that two of Buttacavoli's lead installers successfully passed the InstallationMasters certification.
After considering the additional information received through the September 10 deadline, including AWDS's objections to the City's initial determination, staff's conclusion remains unchanged. AWDS has not demonstrated compliance with either installer qualification alternative as stated in the bid documents. Buttacavoli has demonstrated compliance with the installer qualification requirements and is the lowest responsive and responsible bidder.
Item #06
AWDS was provided an opportunity to protest the City's initial determination and submit additional supporting information. The City has considered AWDS's objections and all information submitted, and the administrative bid protest process is complete.
Staff therefore recommends determining AWDS's bid 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 and AWDS's objection to the City's initial determination were reviewed with the City Attorney. Following continuation of the September 1 agenda item, both bidders were provided the same opportunity to submit additional documentation demonstrating compliance with the installer qualification requirements. The City reviewed the additional information submitted through the September 10 deadline and completed the administrative bid protest process. The City Attorney has reviewed the bid qualification issue and staff's recommended action.
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