TO: ADAM PIRRIE, CITY MANAGER
FROM: JEREMY SWAN, COMMUNITY SERVICES DIRECTOR
DATE: MAY 27, 2025
Reviewed by:
City Manager: AP
SUBJECT:
Title
AUTHORIZATION TO AMEND THE EXISTING AGREEMENT WITH PINEDA GENERAL CONSTRUCTION, INC. TO INCREASE COMPENSATION FOR THE BLAISDELL COMMUNITY CENTER KITCHEN REMODEL PROJECT (FUNDING SOURCE: GENERAL CAPITAL PROJECTS FUND)
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SUMMARY
In December 2024, the City Council awarded a contract in the amount of $109,595 for the Blaisdell Community Center Kitchen Remodel Project. The City Council also authorized a ten percent project contingency of $10,959, for a total amount of $120,554. The purpose of the project is to address an increasing demand for lunch service and replace outdated infrastructure in the Blaisdell Community Center, which houses one of the two sites for the Senior Nutrition Program. Project construction began in February 2025.
As the project progressed, several unanticipated issues arose that were not included in the original scope of work. These tasks include welding of the stainless steel counter, plumbing repairs to meet current code requirements, and a wall alteration to accommodate larger appliances. The requested change orders total $16,881. Staff has already authorized one change order for $3,500, which exhausted some of the previously authorized contingency.
To complete the project, staff recommends amending the existing contract to increase compensation by $9,422, bringing the total not-to-exceed contract amount to $129,976.
RECOMMENDATION
Recommended Action
Staff recommends the City Council:
A. Authorize the City Manager to execute an amendment to the existing agreement with Pineda General Construction, Inc. for the Blaisdell Community Center Kitchen Remodel Project, increasing compensation by $9,422, for a total not-to-exceed contract amount of $129,976; and
B. Appropriate $9,422 from the unassigned General Fund balance to fully fund the cost of the project.
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ALTERNATIVE TO RECOMMENDATION
In addition to the recommendation, there is the following alternative:
• Request additional information from staff.
FINANCIAL REVIEW
In December 2024, the City Council awarded a contract to Pineda General Construction, Inc. for the Blaisdell Community Center Kitchen Remodel Project for the total amount of $120,554. As the project commenced, several unanticipated issues arose that were not anticipated in the original scope of work. The additional amount necessary to complete the project is $20,381. A change order of $3,500 has been approved, reducing the available contingency amount from $10,959 to $7,459. To complete the project, an additional appropriation of $9,422 is necessary, bringing the total contract amount to $129,976. Below is a breakdown of the project budget.
|
Blaisdell Community Kitchen Project |
|
Bid Amount |
$ 109,595 |
|
Budget for Unanticipated Items |
$ 20,381 |
|
Revised Project Budget |
$ 129,976 |
|
|
|
|
Original Contract Amount |
$ 109,595 |
|
Contingency |
$ 10,959 |
|
Additional Appropriation |
$ 9,422 |
|
Amended Contract Amount |
$ 129,976 |
Staff recommends appropriating $9,422 from the unassigned General Fund balance to fully fund the project. An appropriation of $9,422 brings the total not-to-exceed contact amount to $129,976. Once the project is complete, the Claremont Senior Foundation, Inc. will reimburse the City for the full original contract amount of $120,554.
The staff cost to prepare this report and administer this project is estimated at $5,490 and is included in the operating budget of the Community Services Department.
ANALYSIS
The Blaisdell Community Center serves as one of the Claremont Senior Program’s two lunch sites, providing a hot meal for seniors and a friendly atmosphere that encourages socialization, fun, and ways to participate in the full array of programs and services offered by the Claremont Senior Program. After forty years of nonstop service as a nutrition site, the Blaisdell Community Center’s kitchen is not able to keep up with the demands placed on the meal site. The kitchen is cramped and outdated, making it challenging to hold daily meal deliveries at a safe temperature until time for service. The electrical system is outdated and unable to meet the needs of the current appliances.
Once construction began in February 2025, several issues arose that were not anticipated in the original scope of work. When the contractor opened the walls to update the plumbing and electrical systems, it became apparent that upgraded wall studs would be needed to meet code. Additionally, it was necessary to raise an overhead beam to meet access and height requirements. Furthermore, the contractor was asked to adjust a wall to accommodate larger appliances and to fabricate the stainless-steel countertop on-site.
Because these tasks were not included in the original scope of work, a change order was requested. The cost of the additional work amounts to $20,381. Staff has already approved a change order for $3,500, which reduced the available contingency to $7,459. Staff recommends amending the current contract by $9,422 to increase the not-to-exceed amount to $129,976.
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