TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Amber Shah, Parks & Public Works Director/City Engineer DATE: June 11, 2025
SUBJECT: RATIFICATION OF PROCUREMENT FOR REPLACEMENT OF
THE CITY'S WASH BAY AWNING IN THE AMOUNT OF
$52,925 AND FUEL STATION AWNING IN THE AMOUNT
OF $33,453
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Fiscally Responsible and Transparent City Government
Safe Community
Well-Maintained Infrastructure
BACKGROUND
In January 2025, the City was impacted by a severe windstorm and the Eaton Fire. This event resulted in damage to numerous City-owned assets, including the fuel station awning, located over the fueling station in the City Hall rear yard, as well as the awning located over the Public Works wash bay, also located in the City Hall rear yard. As replacement of both awnings was necessary due to the safety hazard they posed, the City Council approved agreements for their replacement on an emergency basis on January 21, 2025 and February 28, 2025, respectively. The contractor for both projects, Superior Awning, completed the work to the City’s satisfaction. However, the final cost for the work was slightly higher than the amounts approved by the City Council. As such, staff is requesting the City Council ratify the procurement in the total amounts of $52,925 for the wash bay awning, and $33,453 for the fuel station awning, respectively.
Gretchen Shepherd Romey, Mayor
Tony Chou, Vice Mayor
Hunter Chang, Council Member
John Chou, Council Member
Calvin Lo, Council Member
DISCUSSION
The cost of the original contracts approved by the City Council for the replacement of the two awnings were inclusive of all parts and labor associated with the installation. However, the contractor, Superior Awning, was also required to obtain performance bonds for the work to comply with the City’s contract requirements that they were not aware of at the time the estimates were provided due to the urgent need to complete these projects on an emergency basis to resolve the safety issues from the windstorm damage.
The cost for the bonds increased the total cost of the work above the amounts originally approved. See below table for breakdown:
Awning
Original
Replacement
Cost
Bond
Cost
Total
Revised
Cost
Wash Bay Awning $51,760 $1,165 $52,925
Fuel Station
Awning $32,717 $736 $33,453
Total Cumulative
(both awnings) $84,477 $1,901 $86,378
In total, an additional $1,901 is recommended for approval by the City Council for these procurements that will be submitted as part of the windstorm damage claim for reimbursement.
FISCAL IMPACT & PROCUREMENT REVIEW
As this procurement is made necessary by the windstorm damage, costs will be charged to Account #101-08-4376-2025 and are eligible for reimbursement through FEMA and/or the City’s insurer.
A FY 2024-25 budget adjustment is also needed to Account #101-08-4376- 2025.
LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.
RECOMMENDATION
Staff recommends the City Council ratify the February 2025 procurement of the fuel station awning replacement in the total amount of $33,453 and March 2025 procurement of the public works wash bay awning in the amount of $52,925. If the Council concurs with staff’s recommendation, an appropriate motion would be:
“I move to ratify the February 2025 procurement of the fuel station awning replacement in the total amount of $33,453 and March 2025 procurement of the public works wash bay awning in the amount of $59,925 and approve budget adjustments necessary.”
ATTACHMENTS
1. Invoices for Awnings
2. Minutes from City Council Meetings of January 21, 2025, and February 28, 2025