TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Amber Shah, Parks & Public Works Director/City Engineer DATE: February 28, 2025
SUBJECT: AWARD OF EMERGENCY MINOR CONSTRUCTION
AGREEMENT TO SUPERIOR AWNING TO REPLACE
WINDSTORM DAMAGED PUBLIC WORKS WASH BAY
AWNING COVER IN THE AMOUNT OF $51,760
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Fiscally Responsible and Transparent City Government
Efficient, Responsive, and Effective City Services
Well-Maintained Infrastructure
BACKGROUND
The Public Works wash bay awning cover is located in the rear yard of the City Hall parking lot, adjacent to the City’s garage. During the January 7-8 windstorm event last month, the structure incurred significant damage, as it is now partially detached from the support frame and is no longer functional.
Given the safety issue as well as the importance of protecting City staff and City-issued vehicles, staff is recommending awarding an emergency minor Construction Agreement to Superior Awning to remove the damaged awning and complete the installation of a new awning.
DISCUSSION
The Public Works wash bay awning in the City Hall rear yard is used by staff when working on City issued vehicles and equipment, and is protected by an awning to reduce the impact of inclement weather and other potential hazards. With the damage incurred by the windstorm, the awning is now a safety hazard as it is partially detached from the support frame. Replacement Gretchen Shepherd Romey, DDS, Mayor
Tony Chou, Vice Mayor
Hunter Chang, Council Member
John Chou, Council Member
Calvin Lo, Council Member
of the awning will help protect the City’s infrastructure as well as employees using the wash bay.
Staff solicited proposals from qualified awning contractors to perform the necessary repairs. Bids were received as follows:
Vendor Bid
Superior Awning $51,760
On January 21, 2025, the City Council approved an agreement with Superior Awning for the replacement of the fuel station awning, which was also damaged by the windstorm. At that time, Superior Awning was the only vendor of four contacted that was responsive and able to meet prevailing wage requirements. Given that Superior Awning is a qualified bidder, staff is recommending proceeding with their proposal to award a minor construction agreement as an emergency procurement. Work will start upon award so that the safety issue is resolved in a timely manner. Additionally, since Superior Awning will be replacing the fuel station awning, approval of this agreement will enable them to complete both replacements in a short period of time, helping quickly remedy the safety issues present.
FISCAL IMPACT & PROCUREMENT REVIEW
As this procurement is necessary due to the windstorm damage, costs will be charged to Account #101-08-4376-2025. A budget amendment of $51,760 will be needed for FY 2024-25. The City will seek reimbursement for these expenditures through the City’s insurance provider and/or FEMA. This purchase is in compliance with the City’s procurement policy in accordance with SMCC 02.06.05(A)(8) as it is an emergency procurement under the City Manager’s procurement authority during a public emergency.
LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.
RECOMMENDATION
Staff recommends the City Council approve an award of an emergency minor construction agreement in the amount of $51,760 to Superior Awning for the removal of the damaged wash bay awning cover and installation of a new wash bay awning cover, and approve a budget adjustment in the amount of $51,760 in account #101-08-4376-2025. If the Council concurs with staff’s recommendation, an appropriate motion would be:
“I move to approve an award of an emergency minor construction agreement in the amount of $51,760 to Superior Awning for the removal of the damaged wash bay awning cover and installation of a new wash bay awning cover, approve the necessary budget adjustments, and authorize the City Manager to execute the agreement on behalf of the City.”
ATTACHMENTS
1. Quote from Superior Awning
2. Draft Agreement