TO: ADAM PIRRIE, CITY MANAGER
FROM: JEREMY SWAN, COMMUNITY SERVICES DIRECTOR
DATE: SEPTEMBER 9, 2025
Reviewed by:
City Manager: AP
SUBJECT:
Title
AWARD OF CONTRACT TO RAINY DAY ROOFING, INC. AND APPROPRIATION FROM THE EQUIPMENT AND FACILITY REVOLVING RESERVE FOR THE GARNER HOUSE ROOF REPLACEMENT PROJECT (FUNDING SOURCE: GENERAL FUND)
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SUMMARY
The Garner House roof is aged beyond repair and must be replaced. The roof currently has several major leaks and damage due to its age.
In May 2025, the City solicited bids for the replacement of the wood shake roof at the Garner House. At the close of the bid period, six bids were received, ranging from $117,000 to $638,173. Based on the proposals received, staff recommends awarding a contract to Rainy Day Roofing, Inc. for the Garner House Roof Replacement Project, and appropriating funds from the Equipment and Facility Revolving Reserve to fully fund the project.
RECOMMENDATION
Recommended Action
Staff recommends the City Council:
A. Award a contract to Rainy Day Roofing, Inc. in the amount of $184,800 for the Garner House Roof Replacement Project, authorize a ten percent contingency in the amount of $18,480 for a total amount not to exceed $203,280, and authorize the City Manager to execute the agreement; and
B. Appropriate $203,280 from the Equipment and Facility Revolving Reserve Fund to fully fund the project.
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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 for Rainy Day Roofing, Inc. to remove and replace the wood shake roof at Garner House is $184,800. Staff recommends including a ten percent contingency of $18,480, for a total project cost of $203,280. 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 $1,054,662. Should the City Council approve the appropriation as recommended, the remaining balance in the Equipment and Facility Revolving Reserve would be $851,382.
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 $1,860 and is included in the operating budget of the Community Services Department.
ANALYSIS
Located in Memorial Park, the landmark Garner House is home to Claremont Heritage, and serves as a popular event venue. The Garner House roof, composed of wood shake, is aged beyond repair and requires replacement. Several areas have water leaks that require regular patching and repair. City staff worked with Claremont Heritage to determine how best to preserve the heritage style of Garner House. It was determined that a wood shake roof of similar coloring would be the best material for replacement. The project is scheduled to begin within 30 days of the signed agreement and should take approximately eight weeks to complete. The City will work with Claremont Heritage on access, as certain areas may be limited during the construction.
In May 2025, staff solicited proposals for the replacement of the roof at Garner House. The scope of work included removal and replacement of the shake roof, underlayment, and accessories. To keep the historical look of the building, the new wood shake roof will match the existing shake being removed. The new roof will be under warranty for ten years on all workmanship and materials.
At the close of the bid period, six bids were received, ranging from $117,000 to $638,173. Rainy Day Roofing, Inc. was the lowest responsive, responsible bidder, as the lowest bidder did not have the required licensing for the project.
Staff recommends awarding a contract to Rainy Day Roofing, Inc. for the Garner House Roof Replacement Project. Staff contacted references for Rainy Day Roofing, Inc., and all references provided positive remarks. Rainy Day Roofing, Inc. has completed similar work for the City of Avalon, Los Angeles County Fire Department, and San Bernardino County Municipal Water District.
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:
Jeremy Swan
Community Services Director