2025/11/19 – CCM - UPDATED STAFF REPORT – ITEM D7 CONSENT CALENDAR
DATE:
November 19, 2025
TO:
Mayor and Members of the City Council
FROM:
John R. Gillison, City Manager
INITIATED BY:
Peter Castro, Deputy City Manager – Community Development Maritza Martinez, Public Works Services Director
Daniel Akers, Deputy Director of Public Works
Andy Miller, Facilities Superintendent
Fily Reyes, Assistant Engineer
SUBJECT: Consideration of a Contract with AME Builders, Inc. for the Civic Center Waterproofing and Roof Repairs Project and an appropriation in the Amount of $2,654,100. (CITY)
RECOMMENDATION:
Staff recommends City Council:
1. Approve the specifications for the Civic Center Waterproofing and Roof Repairs Project.
2. Accept the bid received for the Project.
3. Award and authorize the execution of a contract for the Civic Center Waterproofing and Roof Repairs Project to the lowest responsive bidder, AME Builders, Inc. of Upland, California, in the amount of $ 2,412,800.
4. Authorize an expenditure of a ten percent contingency, in an amount of $241,300.
5. Approve appropriation of $2,654,100 from the Capital Reserve Fund (025) balance.
6. Approve transfer of $2,654,100 to F025|CC312|SC2101|PID-2136
BACKGROUND:
The existing roofing and patio system of the Civic Center (City Hall) has deteriorated and needs to be replaced. Exposure to the outside environment has caused the sealant for the City Hall building's brick veneer to deteriorate. Likewise, the existing joints on the outside of City Hall have shrunken and cracked due to expos ure to the environment. This allows water to seep into the building causing damage.
The architect firm of DLR Group and a waterproofing consultant, Thorton Tomasetti, Inc. was contracted to survey the leaks and produce a design to address those repairs.
ANALYSIS:
The Civic Center Waterproofing and Roof Repairs Project will consist of the removal of existing roof, installation of new roof membrane, demolition of concrete planters, and sealants at joints and exterior surfaces . T he contract documents call for one hundred (100) working days for construction completion.
The Notice Inviting Bids was released to the general contracting community and was published in the Daily Bulletin Newspaper on September 30th, 2025, and October 7th, 2025.
Three (3) bids for this project were opened at 2:00 pm on Tuesday, November 4th, 2025 . The Engineer’s estimate for the Project was $2,710,000. The apparent low bidder, AME Builders, Inc., submitted a bid in the amount of $2,412,800. A full bid summary is included as Attachment 1.
Public Works staff has reviewed all bids received and found all to be complete and in compliance with the bid requirements, with any irregularities deemed inconsequential. Staff has completed the required background investigation and finds the lowest responsive AME Builders, Inc. meets all bid document requirements.
The proposed project contract is attached as Attachment 2.
Anticipated construction costs are estimated to be as follows:
Expenditure Category Amount
Construction Contract $2,412,800
Construction Contract Contingency (10%) $241,300
Estimated Construction Costs $2,654,100
FISCAL IMPACT:
A total of $2,048,530 was appropriated in Fiscal Year 2024/25 Budget from the Capital Reserve Fund (025) through the MPP process, however funds did not roll over as anticipated due to Workday challenges.
Based on the bids received, staff is requesting $2,654,100 (base bid and contingency amounts) be appropriated from the project’s original funding source, Capital Reserve Fund, and budgeted in account F025 CC312 SC2101 PID2136.
To provide construction management and inspection support for this project, a second project appropriation request for award of a professional services agreement for a few hundred thousand dollars will be presented to Council on the December 3, 2025 City Council Meeting.
COUNCIL MISSION / VISION / VALUE(S) ADDRESSED:
The Civic Center Waterproofing and Roof Repairs Project will provide continuous improvement to ensure a safe and high quality of life for all.
ATTACHMENTS:
Attachment 1 - Bid Summary
Attachment 2 - Draft Contract