CITY OF MENIFEE
SUBJECT: Contract Change Order with Optima RPM, Inc. for the Central Park Amphitheater Project
MEETING DATE: October 15, 2025
TO: Mayor and City Council
PREPARED BY: Carlos Geronimo, Engineering Manager
REVIEWED BY: Nick Fidler, Public Works Director
APPROVED BY: Armando G. Villa, City Manager
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RECOMMENDED ACTION
1. Approve and authorize the City Manager to execute Contract Change Order No. 7 with Optima RPM, Inc. for the Central Park Amphitheater Capital Improvement Program (CIP) Project No. 19-15, increasing the contract amount by $182,499.11, for a total contract value amount not- to-exceed $5,574,298.22, and increasing the working days by 67, for a total amount of 398 working days; and
2. Adopt two budget amendment resolutions appropriating $47, 396 for the transfer out of the Development Impact Fee (DIF) Citywide – Park Improvements Fund 2522 and the transfer in and expenditures within the Capital Projects Fund 4320 to the Project account.
DISCUSSION
The Central Park Amphitheater, CIP Project No. 19-15 (Project), consists of the construction of a new amphitheater located at Central Park. The amphitheater is comprised of two separate and unique structures, including the main shade structure and the rear storage and preparation area.
Once complete, the amphitheater could host large City events, concerts, and performances. The Project is being constructed in coordination with several concurrent improvements located at Central Park. The Civic Center Parking Lot project is nearly complete, which would provide permanent parking for community events, as well as for the future Menifee City Hall. Additionally, the Paloma Wash Pedestrian Bridge project is underway with installation of the prefabricated bridge structure scheduled to be completed in mid-December. Collectively, these projects would enhance accessibility and connectivity to existing and future infrastructure for the community.
On December 6, 2023, the City Council awarded the construction services contract to Optima RPM, Inc. (Contractor) in the amount not -to-exceed $5,133,426.31. Construction work for the Project began in February 2024. Although staff makes every effort to carefully study and anticipate
City of Menifee Staff Report
CIP 19-15 CCO No. 7
October 15, 2025
the extent of the scope of work required to achieve project goals, unforeseen needs are often encountered as a project progresses. Unknown site conditions, utility conflicts, design clarifications, and additional expenses to comply with contract documents, may result in additional work in excess of the original scope and contract amount. Throughout the duration of the Project, several change orders have been necessary to accommodate unanticipated costs associated with construction efforts. These changes are addressed in the form of a Contract Change Order (CCO).
Following extensive negotiations with the Contractor, S taff established a strategy that both safeguards fiscal responsibility and positions the Project for long -term success. While the amphitheater is on temporary hold, this period is being used productively as the signature components are fabricated. The intr icate glue- laminated beams are being crafted by Blumer Lehman of Switzerland, while Birdair concurrently fabricates the custom shell structure. With two highly regarded firms leading this effort, the P roject is well positioned to resume construction seamlessly and advance toward delivering a landmark community venue . These materials are anticipated to arrive in May 2026. Under CCO No. 7, staff recommends awarding the Contractor an additional 67 working days upon delivery of the beams to ensure continued progress toward Project completion. The additional working days would position the Project for a smooth transition into the final construction phase.
During construction of the foundations and curved concrete walls, additional quantities of steel and concrete were required to meet the specifications outlined in the Project’s construction documents. These overages were reviewed and deemed necessary by the City’s Construction Management team and are included in the proposed CCO No. 7. In addition, CCO No. 7 introduces an important refinement to the payment structure by transitioning from a Bid Unit Quantity format to a Schedule of Values (SOV) lump- sum format. This shift would eliminate financial uncertainties, streamline approvals, and provide greater predictability and stability for the remaining items included in the scope of work.
Significant progress has been made on- site, establishing a strong foundation for Project completion. All structural foundations are finished, the backstage room walls are approximately 80% complete, and the concrete planters are fully constructed. These milestones demonstrate steady advancement and position the Project to move forward efficiently once the specialized materials arrive. In parallel, staff w ould continue planning efforts for amphitheater programming and management to ensure the facility is operated to the highest standards and serves the community with the best possible uses upon opening.
The approval of CCO No. 7 would increase the total value of the Contractor’s contract to a total amount not-to-exceed $5,574,298.22 and would increase the total amount of working days to 398.
A summary of CCO No. 7 and all previous CCOs are outlined in Table 1 on the following page.
City of Menifee Staff Report
CIP 19-15 CCO No. 7
October 15, 2025
TABLE 1 – CONTRACT ACTIVITY SUMMARY
Contract
Activity
Approval
Date Summary of Changes Working
Days Amount
Original
Contract 12/6/2023 Construction Services 260 $5,133,426.31 CCO No. 1 8/12/2024 Provide and Install Rigid conduit 0 $25,166.00 CCO No. 2 10/13/2024 Temporary power modifications 0 $9,329.76 CCO No. 3 4/15/2025 Extension of working days 71 $0.00 CCO No. 4 2/7/2025 Excavate around pull box in slope
behind storage 0 $3,248.00
CCO No. 5 4/15/2025 Furnish and install acoustic louvers 0 $77,677.13 CCO No. 6 4/15/2025 Fire Sprinkler System 0 $142,951.91 CCO No. 7 Pending
Approval
Material Quantity Overages and
Extension of Time 67 $182,499.11
Totals: 398 $5,574,298.22
The Project budget must be increased in corresponding revenues to support the additional unanticipated construction costs outlined above. Staff has identified $47,396 in available fund balance within the Development Impact Fee (DIF) Citywide – Park Improvements Fund to support the additional costs included in proposed CCO no. 7 for the Project. These funds were originally programmed into the fiscal year (FY) 2024/2025 CIP budget for the La Ladera Park Enhancements Project, CIP No. 24-12. A tax assessment levied for the west side area, known as the County Service Area (CSA) Fund 145, resulted in a one-time payment, which was ultimately appropriated into the budget for the La Ladera Park Enhancements project, replacing the originally programmed DIF Citywide – Park Improvements Funds. City Council action is required for approval of the proposed B udget Amendment Resolutions (BAR) as it would result in an increase to the FY 2025/2026 CIP budget.
The amount of CCO No. 7 is $182,499.11, bringing the cumulative total of all CCOs to $440,871.91, or 8.59% of the original contract amount. The amount of CCO No. 7 exceeds the City Manager’s signing authority. Pursuant to Resolution No. 24 -1569 and Menifee Municipal Code §3.12.150, amendments or change orders in the aggregate amount greater than 10% of the agreement amount, that exceed a time extension of 120 days, or that exceed the City Manager’s signing authority, shall be approved by the City Council.
STRATEGIC PLAN OBJECTIVE
Community Engagement and Social Infrastructure
FISCAL IMPACT
The fiscal impact of proposed CCO No. 7 is $182,499.11. If approved, the total contract value for the Contractor would be increased to a total amount not-to-exceed $5,574,298.22. Partial funding for CCO No . 7 is available in the existing FY 2025/2026 CIP project budget as summarized in Table 2 on the following page.
City of Menifee Staff Report
CIP 19-15 CCO No. 7
October 15, 2025
TABLE 2 – AVAILABLE PROJECT BUDGET
Fund Project Account String Available
Budget
Anticipated
Cost
General Fund CIP19-15.1100.CON.CAE $21,911 $21,911
DIF 17 – Parks CIP19-15.2511.CON.CAE $14,908 $14,908
DIF Citywide – Park
Improvements CIP19-15.2522.CON.CAE $6,195 $53,591
Quimby CIP19-15.2620.CON.CAE $42,090 $42,090
Facilities CIP19-15.1116.CON.CAE $50,000 $50,000
TOTAL $135,104 $182,500
The proposed CCO No. 7 would require an additional budget appropriation in the amount of $47,396 to supplement the current available Project budget. If approved, BARs be issued for a transfer of the fund balance from the DIF Citywide – Park Improvements Fund to the Capital Projects Fund, and an appropriation within the Capital Projects Fund for the expenditures (4320- PWD-CIPS-906-02522-690050). The transfer is permitted per Resolution No. 25- 1593 and the $47,396 appropriated through the proposed BARs would cover CCO No. 7, as summarized in Table 3 below.
TABLE 3 - PROPOSED PROJECT BUDGET
Fund Project Account String Beginning
Budget
Proposed
Additional
Budget
Adjusted
Budget
DIF Citywide –
Park Improvements CIP 19-15.2526.CON.CAE $6,195 $47,396 $53,591 TOTAL $6,195 $47,396 $53,591
ATTACHMENTS
1. Project Location Map
2. CCO No. 7
3. Original Contract
4. BAR – Fund 2522
5. BAR – Fund 4320