TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Amber Shah, Parks & Public Works Director/City Engineer DATE: September 10, 2025
SUBJECT: APPROVAL OF AMENDMENT NO. 1 TO THE AGREEMENT
WITH CJ CONCRETE CONSTRUCTION, INC. FOR
SIDEWALK REPLACEMENT AND ASSOCIATED WORK IN
THE AMOUNT OF $200,000 FOR THE MISSION DISTRICT
BEAUTIFICATION PROJECT
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Fiscally Responsible and Transparent City Government
Attractive, Complementary Business District
Safe Community
Well-Maintained Infrastructure
BACKGROUND
The Mission District, located in the northwest area of San Marino, is one of the City’s primary commercial centers, home to a mix of shops and restaurants that serve both residents and visitors. In recognition of the district’s importance to the community and its potential as a vibrant, walkable destination, the City Council has appropriated funding in the Capital Improvement Program (CIP) since FY 2020-21 for the Mission District Beautification Project.
In 2021, the City retained The Arroyo Group to prepare conceptual plans aimed at enhancing the streetscape, improving pedestrian safety, and supporting economic activity by creating a more connected and inviting environment. These plans were presented to the City Council at its July 30, 2021, meeting. At that time, the Council supported moving forward with Gretchen Shepherd Romey, Mayor
Tony Chou, Vice Mayor
Hunter Chang, Council Member
John Chou, Council Member
Calvin Lo, Council Member
elements focused on pedestrian safety and accessibility and directed staff to conduct further community engagement before finalizing the project scope.
Following staff transitions and project delays, the effort was temporarily placed on hold. To resume progress, staff held a community meeting on April 2, 2024, to reintroduce the project and solicit public input on which improvements should be prioritized. Input from the meeting was summarized and presented to the City Council on September 27, 2024. The results ranked from highest to lowest were:
1. Curb Bulb-Outs
2. Tree Lighting
3. Street Furniture
4. Planter/Plant Pots
5. Sidewalk Replacement
6. Entry Monuments
7. Street Pole Banners
Council directed staff to proceed with design and feasibility analysis of incorporating curb bulb-outs, sidewalk replacement, and tree lighting into the project and return with refined costs for Council consideration.
Concurrently, the City has had an existing agreement with CJ Concrete Construction, Inc., approved by the City Council on May 11, 2022, for the City’s Annual Sidewalk Replacement Program. This five (5) year contract, awarded through a competitive bidding process, provides for the replacement of approximately one (1) mile of sidewalk per year, along with associated curb, gutter, curb ramps, and a limited number of driveway approaches. The original contract was awarded in a cumulative not-to-exceed amount of $2,311,370.
Considering the necessary sidewalk and curb work in the Mission District aligns with the scope of the existing Annual Sidewalk Replacement Program, staff recommend utilizing CJ Concrete Construction, Inc. to perform the additional work under a contract amendment, using the competitively bid pricing from the 2022 solicitation.
DISCUSSION
As directed by the City Council at its meeting on September 27, 2024, staff proceeded with design and feasibility analyses for incorporating curb bulbouts, sidewalk replacement and tree lighting into the Mission District Beautification Project. Staff’s findings for each element are summarized below:
• Curb Bulb-Outs: During the FY 2025-26 Capital Improvement Plan budget session on March 28, 2025, the Council determined that the cost and complexity of installing curb bulb-outs exceeded available resources. Staff was directed to discontinue further evaluation of this element.
• Tree Lighting: Staff evaluated the feasibility of installing tree lighting, including the necessary underground electrical infrastructure, for the mature Ficus trees along Mission Street. Due to the trees’ large size and extensive root systems, trenching for conduit installation would require highly labor-intensive construction methods and pose a significant risk to tree health. The estimated cost exceeding $750,000, makes this element economically unfeasible at this time.
• Sidewalk Replacement: Staff assessed the condition of existing sidewalk along Mission Street and identified more than 7,500 square feet of sidewalk and 550 linear feet of associated curb and gutter requiring replacement. This is due to broken and/or lifted concrete that compromises walkability and poses a liability risk to the City.
Given these findings, staff recommend proceeding at this time only with the necessary sidewalk and curb/gutter replacement. This work directly aligns with the scope of the City’s Annual Sidewalk Replacement Program and can be efficiently incorporated into the current year’s project.
CJ Concrete Construction, Inc., the contractor currently performing the City’s sidewalk replacement, is nearing completion of this year’s work and is available to complete the additional Mission Street improvements under a contract amendment, utilizing their competitively bid unit prices from the original 2022 solicitation. The estimated cost of the additional work is not to exceed $200,000 and will be funded through the existing Mission Street Beautification Project budget.
Staff and the contractor will coordinate closely with business owners in the area to provide advance notice of construction, including work schedules and duration. Construction will occur between 7:00 a.m. and 5:00 p.m. and is expected to last approximately three (3) weeks. Efforts will be made to minimize disruption to local businesses to the greatest extent possible.
FISCAL IMPACT & PROCUREMENT REVIEW
The adopted FY 2025-26 budget includes $250,000 in the Mission Street Beautification Project, Account #394-48-4600-0520. Sufficient funds are available to support the proposed scope of work.
Approval of this Amendment No. 1 will increase the not-to-exceed amount of the Agreement with CJ Concrete Construction, Inc. from $2,311,370 to $2,511,370. This Amendment does not impact future fiscal years budgets.
As the work is based on unit pricing from a prior competitive solicitation, the procurement complies with the City’s procurement code.
The Finance Director has reviewed this staff report for compliance with San Marino City Code §02.06.05.
LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.
RECOMMENDATION
Staff recommend the City Council approve Amendment No. 1 with CJ Concrete Construction, Inc., increasing the agreement by $200,000 to a revised total of $2,511,370, and authorize the City Manager to execute the Amendment. If the City Council concurs with staff’s recommendation, an appropriate motion would be:
“I move to approve Amendment No. 1 to the Agreement with CJ Concrete Construction Inc., increasing the contract amount by $200,000 to a total notto-exceed amount of $2,511,370, and authorize the City Manager to execute the Amendment.”
ATTACHMENTS
1. Draft Amendment No.1 with CJ Concrete Construction, Inc.
2. Original Agreement with CJ Concrete Construction, Inc.