TO: ADAM PIRRIE, CITY MANAGER
FROM: JEREMY SWAN, COMMUNITY SERVICES DIRECTOR
DATE: JANUARY 27, 2026
Reviewed by:
City Manager: AP
SUBJECT:
Title
AWARD OF CONTRACT TO PINEDA GENERAL CONSTRUCTION, INC. AND APPROPRIATION FROM THE EQUIPMENT AND FACILITY REVOLVING RESERVE FOR THE PADUA HILLS THEATRE PERGOLA RENOVATION PROJECT (FUNDING SOURCE: GENERAL FUND)
Body
SUMMARY
The Padua Hills Theatre entryway pergola exhibits signs of wood rot and needs renovation. The proposed renovation project prioritizes the preservation and repair of the historic materials wherever feasible, rather than a complete removal and replacement. In September 2025, the City solicited bids for the Padua Hills Theatre Pergola Renovation Project. At the end of the bid period, two bids were received, for $49,500 and $83,000. The lowest responsible, responsive bid was from Pineda General Construction, Inc.
The Planning Division reviewed the planned renovation activities and issued a Certificate of Appropriateness with Conditions of Approval. During the review period, an additional $1,950 of work was identified as necessary to preserve the historic look of the building. The original bid amount submitted by Pineda General Construction, Inc. plus the cost of the additional work equal a total proposed project cost of $51,450. The revised cost remains significantly lower than the second bid amount of $83,000.
As established in Administrative Policy 10-25 (Reserve Policy), the City maintains a dedicated reserve fund for the purpose of addressing ongoing equipment and facility repair and/or maintenance, and/or the acquisition of needed amenities. Any use of these reserve funds is at the sole discretion of the City Council, and specific City Council action is required to authorize the use of any of the funds.
RECOMMENDATION
Recommended Action
Staff recommends the City Council:
A. Award a contract to Pineda General Construction, Inc. in the amount of $51,450 for the Padua Hills Theatre Pergola Renovation Project, authorize a ten percent contingency in the amount of $5,145 for a total amount not to exceed $56,595, and authorize the City Manager to execute the agreement; and
B. Appropriate $56,595 from the Equipment and Facility Revolving Reserve to fully fund the project.
Body
ALTERNATIVES TO RECOMMENDATION
In addition to the recommendation, there are the following alternatives:
A. Request additional information from staff.
B. Reject all bids and direct staff to rebid the project.
FINANCIAL REVIEW
The cost of the Padua Hills Theatre Pergola Renovation Project is $51,450. Staff recommends including a ten percent contingency of $5,145, for a total project cost of $56,595. Staff recommends appropriating funds from the Equipment and Facility Revolving Reserve for the project. The current balance in the Equipment and Facility Revolving Reserve is $2,730,442. Should the City Council approve the appropriation as recommended, the remaining balance in the reserve would be $2,673,847.
The staff cost to prepare this report and administer this project is estimated at $2,650 and is included in the operating budget of the Community Services Department. The staff cost to prepare the Certificate of Appropriateness is estimated at $800 and is included in the operating budget of the Planning Division.
ANALYSIS
The pergola at the entrance to the Padua Hills Theatre is in need of repair and renovation. Rather than a complete removal and replacement, the proposed project prioritizes the preservation and repair of historic materials wherever feasible. Wood beams exhibiting localized rot will be retained and stabilized. Due to advanced deterioration, select beams, rafters, tongue-and-groove panels, and brick column caps will be replaced. The new materials will match the originals in material, design, dimension, texture, and appearance. The salvage and reuse of existing bricks will be prioritized, and replacement bricks, if required, will be compatible in size and character. Mortar caps will replicate the existing rounded profile to ensure visual continuity. Distinctive craftsmanship features, including the hand-chiseled or adze-scalloped detailing on crossbeams, will be replicated using hand tools to match the historic construction techniques.
Overall, the scope of work reflects a sensitive and minimally invasive approach that preserves the historic character and defining features of this National-Register-listed resource. Pursuant to Claremont Municipal Code 16.302.130, the Planning Division finds that the project meets all applicable criteria and issued a Certificate of Appropriateness for the project (Attachment).
In September 2025, a Request for Proposals (RFP) was sent directly to five contractors and posted on the City’s website. Two potential contractors attended the mandatory pre-bid meeting held on Wednesday, September 24, 2025. At the end of the bid period, two bids were received, for $49,500 and $83,000. Staff reviewed the proposals and determined Pineda General Construction, Inc. to be the lowest responsive, responsible bidder.
During the Planning Division review process, an additional $1,950 of work was identified as necessary to preserve the historic look of the building. The additional $1,950 plus the original proposal from Pineda General Construction of $49,500 increase the total project cost to $51,450. The revised cost is significantly lower than the second proposal amount of $83,000.
Staff recommends awarding a contract to Pineda General Construction, Inc. for the Padua Hills Theatre Pergola Renovation Project. Pineda General Construction, Inc. recently completed the Blaisdell Kitchen Remodel Project for the City and completed the project with excellent workmanship and within budget.
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, Sustainable City Plan, Economic Sustainability Plan, General Plan, and the 2024-26 Budget.
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act (CEQA).
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: Prepared by:
Jeremy Swan Cari Dillman
Community Services Director Community Services Manager
Attachment:
Certificate of Appropriateness