CITY COUNCIL STAFF REPORT
Meeting Date: January 12, 2026
TO: THE HONORABLE MAYOR AND CITY COUNCILMEMBERS
TITLE: ADOPT RESOLUTION NO. -26 ACCEPTING THE 2025 CITY HALL
FIRST FLOOR OFFICES & POLICE DEPARTMENT (PD) DISPATCH
CARPET REPLACEMENT PROJECT NO. 05-25 AS COMPLETE
AND AUTHORIZING THE PUBLIC WORKS DIRECTOR TO ISSUE
AND RECORD A NOTICE OF COMPLETION
SYNOPSIS
The City Hall First Floor Offices and Police Department (PD) Dispatch Carpet Replacement Project No. 05-25 removed and replaced the existing carpet and wall base in the first-floor offices at the City Hall Building and the Dispatch Center at the Police Department Facility. The contractor, PIK Construction, Inc., has completed all work to the City’s satisfaction. The purpose of this item is to consider the acceptance of the Project as complete and to authorize the issuance of a Notice of Completion.
DISCUSSION
Background
City Hall First Floor Offices
The City Hall building was originally constructed in 1991. Although the second-floor carpeting was replaced in its entirety in 2010 and the carpeting in the first-floor open areas (including the cubicles, hallways, and lobby area) was replaced in 2014, there have been no significant improvements to the interior of the first-floor offices to date. The carpet in the offices was deteriorating and becoming a tripping hazard.
Police Department Dispatch
The Police Department Dispatch Center was last renovated in 2010. The carpeting was replaced at that time. The Dispatch Center’s old antistatic carpeting was heavily worn and needed replacing.
Although Police Department staff originally requested Supplemental Law Enforcement Services Account (SLESA) funds from City Council in the amount of $108,000 to cover the cost of new dispatch furniture and electrostatic-reducing carpeting, it was determined that carpet replacement was not an eligible use of SLESA funds. Additionally, staff determined that the estimated furniture cost alone was $104,000. Therefore, the carpet replacement at the PD Dispatch Center was combined with the carpet project at City Hall and in conjunction with the furniture replacement project.
The City Hall Carpet Replacement Project (First Floor Offices) was originally an approved project in the FY2022-2027 Capital Improvement Program (CIP). Due to a staffing shortage in the Engineering Division, the Project was deferred and re-approved as part of the FY2024/2029 CIP.
Capital Project funds totaling $80,000 were approved for the project. In an effort to save resources, such as staff time and administrative costs, and to receive economy of scale pricing, staff combined the City Hall Carpet Replacement Project (First Floor Offices) and the PD Dispatch Carpet Replacement Project into one project, the City Hall First Floor Offices and PD Dispatch Carpet Replacement Project No. 05-25.
The City Council approved by Resolution No. 42-25 an appropriation of an additional $81,950 from Fund 308 Capital Project/Building Fund for a combined budget of $161,950 for construction of the overall project.
The City Hall First Floor Offices and PD Dispatch Carpet Replacement Project No. 05-25 removed and replaced the existing carpet and wall base in the first-floor offices at the City Hall Building and the Dispatch Center at the Police Department Facility. The project scope included furniture moving, the removal and disposal of the old carpet and padding, the installation of new carpeting and pads, including the installation of new 4-inch covered base wall. The installation of the new carpet remedied immediate hazards and provided a cleaner appearance to both City Hall and the PD Dispatch Center.
Bidding Process
The project was informally bid, as the cost of construction was estimated to be under $200,000.
The Notice Inviting Bids was sent to the contractor exchanges on September 22, 2025, and four bids were received at the bid opening held at City Hall on October 2, 2025. The following table summarizes the bid results. Per the bid documents, the City based the project award on the lowest responsive, responsible total base bid. The apparent responsive, responsible low bidder is highlighted in bold.
CONTRACTOR BID PRICE
1 PIK Construction, Inc. $108,700
2 GSP Construction, Inc. 150,000
3 Pridex Construction Group, Inc. 154,000
4 Perfection Painting, Inc. 240,000
Bidding rules require that the City Council award the construction contract to the lowest responsive, responsible bidder. PIK Construction, Inc.’s bid of $108,700 was $53,250 below the Engineers Estimate of $161,950.
On October 17, 2025, the City Manager, under the powers authorized by the City Council in Ordinance No. 770 Bidding on Public Projects, executed a construction contract with PIK Construction, Inc. (“Contractor”), in the amount of $108,700. The City Manager also approved a contingency amount of $10,000 for a total contract amount of $118,700.
Analysis
The project is now complete, and the work conforms to the plans and specifications. Construction began on November 3, 2025, at the PD Dispatch Center and November 21, 2025, at City Hall. All furniture moving and carpet work at City Hall was performed during non-business hours on Friday and Saturday. The Contractor completed the project within the allotted contract time.
The total cost of construction, including change order work is $110,606.26. Change order work included upgrading the carpet type in two information technology offices at City Hall (server room and technology room off the Council Chamber) to electrostatic-reducing carpeting; installing moisture backing material between the concrete slab and the carpet tiles at the PD Dispatch Center and the replacement of 4-inch baseboard in a conference room adjacent to the PD Dispatch Center.
The City is retaining up to five percent of the total construction cost ($5,530.31) from PIK Construction, Inc., to ensure that the Contractor pays all of its vendors and suppliers. The procedure for releasing the retention is the City Council’s formal acceptance of the work with authorization to issue and record a Notice of Completion. If there are no claims filed within 35 days of recording the notice, the City may release final payment of the retained amount to the contractor. The completed work is subject to a one-year maintenance period to address any problems that occur within that time.
FISCAL IMPACT
The total project cost of $110,606.26 is funded by the FY2024/2029 City Hall Carpet Replacement Project (First Floor Offices) in the amount of $80,000 and $81,950 from the Capital Project/Building Fund (Fund 308) as approved by City Council Resolution No. 42-25 for a total amount of $161,950. The remaining balance of $51,343.74 will be unencumbered in Fund 308.
PUBLIC CONTACT
Public Contact was made through posting of the City Council agenda on the City’s official notice bulletin board, at the Pleasant Hill Senior Center, and at the Pleasant Hill Police Department. The agenda and staff report are posted on the City’s web page.
RECOMMENDED CITY COUNCIL ACTION
Adopt Proposed Resolution.
ALTERNATIVES TO RECOMMENDED ACTION
None recommended.
ATTACHMENT(S)
Proposed Resolution
Prepared by: Claire Voorhies, Administrative Analyst 1
Reviewed by: Ann James, Public Works Director
Approved by: Ethan Bindernagel, City Manager