TO: LINDA REICH, CITY MANAGER
FROM: SILVIA AVALOS, DIRECTOR OF COMMUNITY SERVICES, PARKS & RECREATION
SUBJECT
title
Award of Contract – City Owned Building Restoration Project – 5210 D Street.
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RECOMMENDATION
recommendation
1) Approve the rejection of the non-responsive bid received from Estate Design & Construction; 2) award a construction contract to Oak Hollow Restoration, Inc. for the Project (IB259) in the amount of $466,007; 3) authorize expenditures of up to $46,600 for project construction contingencies, for a potential not-to-exceed contract amount of $512,607; 4) appropriate $362,607 to the Building Management Fund with a year-end transfer from the General Fund balance; and 5) authorize the City Manager to execute all necessary documents on behalf of the City.
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FISCAL IMPACT
Requires an additional appropriation of $362,607 to the Building Management Fund 650 with a corresponding year-end transfer from General Fund balance. There is sufficient General Fund balance for this project.
CITY OF CHINO MISSION / VISION / VALUES / STRATEGIC ISSUES
The recommendation detailed above further the City’s values and strategic issues that serve as key pillars on which identified priorities, goals, and action plans are built, by fostering:
• Positive City Image
• Superior Customer Service
• Responsible Long-Range Planning
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Revenue:
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Expenditure: 65083101-43650-IB259 |
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Transfer In: |
Transfer Out: |
BACKGROUND
The City owned building located at 5210 D Street is constructed of brick masonry and has begun to show signs of degradation, such as the loss of material at mortar joints and failure of individual masonry units. This type of material failure is a common condition for historic brick buildings. Sacrificial mortar joints serve to protect the individual masonry units as the structure moves. Over time, the mortar has deteriorated to such a degree that bricks are no longer adequately held in place. According to the U.S. Department of the Interior Heritage Preservation Services, the appropriate corrective action is to remove and replace the existing mortar. This process is known as “re-pointing”, which restores the visual and physical integrity of the building. The City owned building is currently leased by Owen’s Bistro, a food service establishment, and operates as an independent for-profit venture.
ISSUES/ANALYSIS
On May 22, 2025, the City issued Invitation for Bids (IFB No. 2025-0014) for “Owen’s Bistro Restoration Project” via PlanetBids, in accordance with the City’s procurement policies and the Public Contract Code. By the stated deadline of June 3, 2025, the City received two (2) bids. The results were as follows:
Bid Results:
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CONTRACTOR |
COST |
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Estate Design & Construction |
$284,900.01 (Non-Responsive) |
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Oak Hollow Restoration |
$466,007.00 |
Oak Hollow Restoration, Inc. was determined to be the lowest responsive and responsible bidder. Staff recommends awarding a $466,007 contract for the Project (IB259) to Oak Hollow Restoration, per bid specifications and cost-effectiveness.
Estate Design & Construction was deemed non-responsive for failing to adhere to the bid requirements.
Staff further requests authorization of contingency funds in the amount of $46,600 (10%), in accordance with the Public Contract Code, for unforeseen site conditions or reasonable design modifications, bringing the total potential contract amount to $512,607.
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Construction Contract Cost Summary |
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Project (IB259) |
$466,007 |
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Project Contingencies |
$46,600 |
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Total Contract Amount |
$512,607 |
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Funding Summary |
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Building Management Fund 650 |
$150,000 |
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Additional Appropriation from the General Fund Reserves – 100 |
$362,607 |
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Total Project Funding Summary |
$512,607 |
Attachment: Oak Hollow Restoration, Inc. – Agreement & Proposal