TO: ADAM PIRRIE, CITY MANAGER
FROM: JAMIE EARL, ASSISTANT CITY MANAGER
DATE: SEPTEMBER 9, 2025
Reviewed by:
City Manager: AP
SUBJECT:
Title
AWARD OF CONTRACT TO KPRS CONSTRUCTION SERVICES, INC. FOR CONSTRUCTION OF A FEMALE LOCKER ROOM ADDITION TO THE POLICE FACILITY (FUNDING SOURCES: AMERICAN RESCUE PLAN ACT FUND AND GENERAL FUND)
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SUMMARY
For over twenty years, City staff and numerous consultants have studied the feasibility of building a new police facility. Two ballot measures in 2015 and 2018 failed to achieve the required voter approval to fund the construction of a new facility. Because funding was not secured, City staff have been evaluating ways to address facility deficiencies to meet current standards and needs of the department since the current facility will be utilized and occupied for the foreseeable future.
One of the major deficiencies to be addressed are the female locker room facilities. Currently, there is a small interior locker room and a stand-alone prefabricated modular building that was purchased and installed in 2003, which was intended to be a short-term solution. The Police Department has grown through the years and presently employs the most female personnel in the Department's history. To provide adequate facilities, a new locker room addition must be built.
In October of 2023, the City Council approved a contract with Dunbar Architecture to design a new-build addition to the existing police facility. In July of 2024, the Architectural and Preservation Commission approved Architectural and Site Plan Review #24-A04 for the new-build addition. While Dunbar Architecture continued developing plans, the City Council approved a contract with CMPG to provide project and construction management services for the female locker room addition.
The City released a Request for Proposals (RFP) in May of 2025 and received seven proposals. After evaluating the proposals, KPRS Construction Services, Inc. (KPRS) was deemed the lowest responsive and responsible bidder. Staff recommends awarding contract to KPRS for the construction of a female locker room addition to the police facility.
RECOMMENDATION
Recommended Action
Staff recommends the City Council:
A. Authorize the City Manager to execute a contract with KPRS Construction Services, Inc. in the amount of $2,629,803 for the construction of a female locker room addition to the police facility;
B. Authorize a ten percent project contingency in the amount of $262,980, bringing the total amount authorized under the contract to $2,892,783;
C. Appropriate $541,029 from the unrestricted interest earnings in the American Rescue Plan Act (ARPA) Fund;
D. Appropriate $2,111,990 from the unassigned General Fund balance to fully fund the agreement; and
E. Find this item is exempt from environmental review under the California Environmental Quality Act (CEQA).
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ALTERNATIVES TO RECOMMENDATION
In addition to the recommendation, there are the following alternatives:
A. Request additional information from staff.
B. Do not award contract for the construction of a female locker room addition.
FINANCIAL REVIEW
This contract will be funded using the American Rescue Plan Act Fund and a portion of proceeds from the sale of the 451 West Arrow Highway property, currently in the General Fund's unassigned fund balance. On November 26, 2024, the City Council appropriated $377,764 for the female locker room project through the obligation of available American Rescue Plan Act Funds. In November 2024, the City Council approved an Inter-Agency Agreement (IAA) with the City Manager's Office to obligate these funds according to the Obligation Interim Final Rule requirements from the US Treasury. To fund the project management agreement, $138,000 has previously been encumbered, leaving $239,764 to be used for construction.
In addition, the City has earned $541,029 in interest income since the receipt of the $8.7 million awarded by the Federal Government in ARPA assistance. The U.S. Treasury has provided guidance through the SLFRF Final Rule FAQ which states that recipients were not required to deposit ARPA funds into interest-bearing accounts. If the recipient deposited the funds into an interest-bearing account, any interest earned on the SLFRF award funds would not be subject to program restrictions. The City can use the interest earned for any general government purpose, which includes capital projects.
In 2022, the City Council approved the sale of a City-owned property at 451 West Arrow Highway to Village Partners Ventures, LLC. Less escrow fees, the City received $3,413,471. After appropriating $680,000 of this amount for the Temporary Housing Stabilization and Relocation Program, the balance of the proceeds is $2,733,471. Of that balance, $2,111,990.30 is proposed to be used for the construction of the female locker room addition. The breakdown of project funding is below:
Funding Source
Amount
ARPA Fund
$239,764
ARPA Fund (unrestricted interest earnings)
$541,029
Property Sale Proceeds in General Fund
$2,111,990
Total
$2,892,783
KPRS Construction Services, Inc. (KPRS) submitted the lowest responsive bid of $2,629,803. Staff recommends the City Council authorize a ten percent project contingency of $262,980 to address any unforeseen issues, resulting in a total proposed cost of $2,892,783.
This purchase complies with all City purchasing guidelines. Bid and contract documents are available for review in the City Clerk's office.
The staff cost to prepare this report and administer this project is estimated at $96,922 and is included in the operating budget of the Administrative Services Department.
ANALYSIS
After two failed bond measures, staff have focused on making incremental improvements to the existing facility to address code, safety, and staff equity issues and to meet current standards. Several improvements to the existing police facility have been made, including converting donated modular units into new evidence and training rooms and interior improvements including new paint and flooring. Several spaces have also been remodeled, which include the briefing room, a shared Sergeants' office, the Community Patrol Volunteer office, an equipment room, and the report writing room. Additional improvements including a fully remodeled and updated Dispatch Center and remodeled Detective Bureau were recently completed. While many improvements have been made, the female locker room facilities remain insufficient for Department operations.
Currently, there is a female locker room facility inside the station, which is comprised of four full-size lockers and seventeen quarter-sized lockers, one restroom stall, one handwashing sink, one shower, and one lactation room. The 10' x 20' prefabricated modular unit includes ten full-sized lockers and one restroom stall with a handwashing sink. Presently, the Police Department's female staff and volunteers are comprised of six sworn officers, four jailers, seven dispatchers, four records clerks, one property and evidence clerk, four police aides, as well as three non-sworn administrative staff and five community patrol volunteers. The officers, jailers, dispatchers, records clerks, and police aides are all uniformed employees who need access to adequate locker room facilities. With the interior women's locker room only having one restroom stall, additional restroom facilities are needed as well for all female staff employed by the Department.
To provide adequate locker room facilities for female employees, the City entered into an agreement with Dunbar Architecture to design a new-build addition to the existing police facility. On July 10, 2024, the Architectural and Preservation Commission reviewed and approved Architectural and Site Plan Review #24-A04. The new locker room facility will be a 1,248-square-foot expansion located near the southeast corner of the existing building and is intended to blend with the existing architecture. The floor plan for the addition includes a locker room, showers, bathrooms, a quiet room, hallway, and entry vestibule that will connect internally to the existing police facility.
To provide adequate space for the addition, a small section of angled parking (four spaces) along Cornell Avenue will be replaced with parallel parking. The current Americans with Disabilities Act (ADA) parking spot in this area is being relocated to Bonita Avenue, closer to the path of travel and entrance to the police facility. Landscaping in the area, including two existing redwood trees and two Victorian box trees, will be replaced with new, climate-appropriate landscaping. The design incorporates the projecting concrete columns and beams, flat roof, masonry walls, and diagonal wood siding found on the original building.
A selection of images presented to the Architectural and Preservation Commission are included in an Attachment to this report. These renderings and site plans show the proposed female locker room addition that was reviewed and approved by the Commission at their July 10, 2024 meeting.
The City released a Request for Proposals in May of 2025 and received seven proposals.
Bidder
Bid Amount
Monet Construction
$2,329,011.00
Newman Midland Corp
$2,335,296.00
MIK Construction
$2,341,048.84
KPRS Construction Services
$2,615,110.00 (adjusted to $2,629,803)
Charles Pankow Builders
$2,642,573.16
G2K Construction
$2,689,000.00
PUB Construction, Inc.
$2,878,000.00
After evaluating the proposals, KPRS Construction Services, Inc. (KPRS) was deemed the lowest responsive and responsible bidder. While there were bids submitted with lower amounts than KPRS, those firms were deemed non-responsive as they failed to comply with bid instructions and/or did not include required items identified in the bid package. Therefore, KPRS is the lowest responsive and responsible bidder. KPRS has since adjusted its bid amount to accommodate changes the City made to the construction documents during the plan check process. This is why the original bid amount submitted by KPRS is less than the proposed contract amount. The adjusted bid remains the lowest of the responsive bids and aligns with the Engineer's Estimate of $2,641,626.
Staff recommends awarding a contract to KPRS Construction Services, Inc. in the amount of $2,629,803 and authorizing a ten percent project contingency in the amount of $262,980 to address any unforeseen issues, resulting in a total project cost of $2,892,783.
KPRS was founded over 26 years ago and is a full-service general contractor based in Southern California. They have extensive experience ranging from residential, commercial, office, medical, higher education, and local municipality construction. Some current and past projects include the Claremont Corporate Yard, Claremont McKenna Sports Bowl, Claremont McKenna Robert Day Sciences Center, Corona Corporate Yard, and the Long Beach Police Station.
LEGAL REVIEW
The contract has been reviewed and approved as to form by the City Attorney.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City's strategic and visioning documents and finds that it applies to the following City Planning Documents: Council Priorities, General Plan, and the 2024-26 Budget.
CEQA REVIEW
The construction of new locker room facilities at the existing Police Station is categorically exempt from environmental review under the California Environmental Quality Act (CEQA) under CEQA Guidelines section 15301 ("Existing Facilities" - Class 1) because it consists of the minor alteration of existing public facilities involving negligible or no expansion of use beyond that existing at the time of the City's determination. This exemption specifically includes additions to existing structures that do not increase in an increase of more than 50 percent of the floor area of structures before the addition or 2,500 square feet, whichever is less. Here, the existing Police Station is approximately 10,000 square feet, and the prosed addition for locker room facilities would add approximately 1,250 square feet. The proposed addition is well under 50 percent of the floor area of the existing structure and also under 2,500 square feet. The new locker room facilities are also categorically exempt under CEQA Guidelines section 15303 ("New Construction or Conversion of Small Structures" - Class 3), which allows for the construction and location of limited numbers of new, small facilities or structures, including accessory or appurtenant structures. The associated sidewalk and landscape revisions are also exempt under CEQA Guidelines section 15304 (c) and (h). None of the exceptions in CEQA Guidelines section 15300.2 are applicable here.
The new locker room facilities are located in the parking and side yard setback area of the existing Police Station. The area does not contain any environmental resources of hazardous or critical concern (as designated and mapped by law by federal, state, or local agencies). There are no successive projects of the same type in the same place that could have significant cumulative impacts over time. There are no unusual circumstances that result in a reasonable possibility that the construction of locker room facilities will have a significant impact on the environment The locker room facilities will not damage any scenic resources (e.g., trees, historic buildings, rock outcroppings, etc.) within a highway officially designated as a state scenic highway as the existing Police Station and proposed locker room facilities are not located on or near a scenic highway. The area where the locker room facilities will be located is not a hazardous waste site on any list compiled pursuant to section 65962.5 of the Government Code.
Finally, the locker room facilities will not cause a substantial adverse change in the significance of a historic resource. The existing Police Station is not designated as a historic resource in the Register of Structures of Historic or Architectural Merit in Claremont nor in the California Register of Historical Resources. While there is no historic designation, the locker room addition has been carefully designed by a licensed architect to comply with the Secretary of the Interior's Standards for the treatment of historic properties. Therefore, no additional CEQA review is needed at this time.
COMMISSION REVIEW
The Architectural and Preservation Commission reviewed and approved Architectural and Site Plan Review #24-A04 on July 10, 2024.
PUBLIC NOTICE PROCESS
The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk's Office.
Submitted by:
Jamie Earl
Assistant City Manager
Attachment:
Selection of Images Presented at the July 10, 2024 APC Meeting