August 5, 2025, Item #7
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Summary:
AGENDA RE PO RT City of Poway
August 5, 2025
Honorable Mayor and Members of the City Council
Julie Procopio, Director of Development Servicq
Jeff Beers, Capital Improvements Manager
(858) 668-4624 or [email protected]
CITY COUNCIL
Rejection of Received Bid for the Fiscal Year 2025 Poway Center for the Performing Arts Maintenance Project, Bid No. 25-009, and Direction for Staff to Re-Scope and Re- Advertise the Project
A Notice Inviting Bids was duly advertised on April 10, 2025, for the Fiscal Year (FY) 2025 Poway Center for the Performing Arts (PCPA) Maintenance Project. One bid was received and opened on May 13, 2025, and it exceeded the project budget. Per Municipal Code Section 3.28.070(E), at its sole discretion, the City Council may reject all bids presented and re-advertise for bids in accordance with California Public Contract Code Section 20166.
Recommended Action:
It is recommended the City Council reject the received bid and authorize staff to proceed with the re- scoping and re-advertisement of the project.
Discussion:
The PCPA is a state-of-the-art professional theater, which opened in May 1990, with a seating capacity of 797. The Center was designed for professional and student performances ranging from major plays and concerts to appearances by individual artists of national acclaim.
This project is the next phase in a comprehensive maintenance program to replace much of the mechanical, plumbing and electrical equipment in the facility as well as replace interior finishes. At this point in the building's lifespan, most of the equipment has outlived its standard useful life and should be replaced. In addition to the building's infrastructure replacement needs, additional required Americans with Disabilities Act {ADA) upgrades are needed throughout the facility.
The first phase of the anticipated five-year project replaced the building roof and was completed in Summer 2024. This second phase bundled Heating, Ventilation and Air Conditioning (HVAC) equipment replacement with general ADA improvements and electrical work. The scope of this project 1 of 2
August 5, 2025, Item #7
has been refined since the FY 2024-25 budget was adopted. Due to long lead times for HVAC equipment, specifically, air handling equipment, the project was phased to focus on general ADA improvement and electrical upgrades. This scope of work could be completed without lengthy equipment lead times.
On May 13, 2025, the City received a single bid for $1,001,818.00 from M.W. Vasquez Construction Company, Inc. Th e engineer's estimate for the advertised project is $600,000.00, which was based on historical cost for similar projects. The single bid received is $401,818.00, or 60 percent, over the engineer's estimate. Since the City reserves the right to reject the bid, and there is a significant difference between the engineer's estimate and the low bid that was received, staff recommends City Council rej ect the bid. The project scope will be adjusted, and the work will be rebid combining it with the FY 2025-26 scope of work.
Environmental Review:
This action is not a "project" as defined under Section 15378(b)(5) of the California Environmental Quality Act (CEQA) State Guidelines; ch.erefore, no environmental review is required.
Fiscal Impact:
None.
Public Notification:
None.
Attachments:
None.
Reviewed/Approved By:
Wendyaserman
Assistant City Manager
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Reviewed By:
Alan Fenstermacher
City Attorney
Approved By:
Ch~
City Manager