AGENDA ITEM
TO: HONORABLE MAYOR
AND MEMBERS OF THE CITY COUNCIL
FROM: CARLO TOMAINO
CITY MANAGER
BY: GABINO LUNA
ACTING PUBLIC WORKS DIRECTOR
SUBJECT: FINAL ACCEPTANCE OF THE CITY HALL RENOVATION - WINDOW REPLACEMENT PROJECT PURSUANT TO THE PUBLIC WORK CONTRACT WITH OAK HOLLOW RESTORATION, INCORPORATED
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summary
Summary:
On November 13, 2025, the City Council awarded a contract to Oak Hollow Restoration, Incorporated, to complete exterior wall repair and install retrofit steel windows at City Hall. Oak Hollow Restoration, Incorporated, performed the work according to the project plans, specifications, and City standards. The Public Works Department verified the work meets all requirements. Unforeseen conditions arose during construction, so the contractor performed additional demolition and waterproofing at the City Council Chambers window openings. These changes adjusted the final quantities and scope. Staff requests that the City Council declare final acceptance of the project through a Public Works Contract with Oak Hollow Restoration, Incorporated, for a final contract amount of $534,623.32. Staff will record a notice of completion with the Los Angeles County Registrar Recorder’s office and then process the retention release for the contract.
Strategic Plan Goals:
Goal No. 4 Infrastructure: Maintain and improve the City’s physical infrastructure, water system and recreational spaces
Goal No. 5 High-Functioning Government: Strengthen internal communication, recruitment, retention, systems, and processes to increase the effectiveness and efficiency of the City services.
recommendation
Recommendation:
1. Accept the work in conformance with the plans and specifications for the City Hall Renovation - Window Replacement Project in accordance with the contract entered into between Oak Hollow Restoration, Incorporated, and the City of Signal Hill and authorize the City Manager to execute the Notice of Completion; and
2. Direct staff to record the Notice of Completion with the Los Angeles County Registrar Recorder’s office.
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Fiscal Impact:
The City Council awarded a contract to Oak Hollow Restoration, Incorporated, for the City Hall Renovation - Window Replacement Project in the amount of $486,974.00 and authorized a 10% contingency of $48,697.40 for a total not-to-exceed amount of $535,671.40. Unforeseen field conditions required additional demolition and waterproofing at the City Council Chambers window openings. These additional efforts increased the final contract amount to $534,623.32. The final cost remained within the approved project budget. The City funded this project through the City Hall Renovation Project (Project No. 90.19004), which supports the Civic Center Master Plan Phase 1 improvements.
Background and Analysis:
On November 13, 2025, the City Council approved a Public Works Contract with Oak Hollow Restoration, Incorporated, to perform exterior vertical wall repair and install retrofit steel windows at City Hall. The project addressed critical structural and architectural components identified during the City Hall Renovation Project. The scope of work included repair and reconstruction of the exterior vertical wall system composed of historic gunite materials, installation of new steel window frames, integration of structural steel supports, and restoration of window openings to meet current structural and waterproofing requirements. In addition, the project also included coordination with multiple trades and consultants to ensure proper sequencing of construction activities. Additional efforts included waterproofing of window openings, alignment of new window systems with existing structural elements, and field verification of existing conditions to ensure proper fit and long-term performance of the installed systems. The work also required specialized carpentry and metalwork to accommodate the existing wall assembly and maintain the historical character of the building. The City selected Oak Hollow Restoration based on specialized experience in historical restoration and the ability to perform complex work associated with the existing wall system and window framing conditions.
During construction, the contractor encountered unforeseen conditions at the City Council Chambers window openings that required additional demolition and waterproofing to ensure proper installation and long-term performance. Staff reviewed and approved the additional work to maintain project quality and protect the building envelope. Oak Hollow Restoration, Incorporated completed the project in accordance with the contract documents and City standards. The Public Works Department completed a final inspection and verified completion of all punch list items. Based on satisfactory completion of the work, staff recommends the City Council declare final acceptance of the project. Following acceptance, staff will record the Notice of Completion with the Los Angeles County Registrar-Recorder’s office and process the retention release.
Reviewed for Fiscal Impact:
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Siamlu Cox
Attachment:
A. Notice of Completion