MEETING DATE:
July 14, 2026
SUBJECT:
Title
RESOLUTION NO. 2026-9640 - AWARDING A CONTRACT FOR CITY HALL COUNCIL CHAMBERS RENOVATIONS TO FLOW BUILDERS
Body
Recommendation
Recommendation
ADOPT a resolution awarding a contract for Council Chambers renovations at 1 Civic Center Dr (City Hall) and delegating authority to the City Manager to Negotiate, Finalize, and Execute the Contract with Flow Builders.
Body
Board or Commission Action
Not Applicable
Relevant Council Strategic Theme
Good Governance
Relevant Department Goal
Not Applicable
Executive Summary
The City of San Marcos owns and operates the Civic Center building, including the Council Chambers, which hosts City Council meetings, Planning Commission meetings, public workshops, and other public meetings required by law. Several components within the Council Chambers have exceeded their useful life and require replacement to maintain a safe, functional, and accessible public meeting space. The proposed improvements will enhance safety, improve the visibility and sound of broadcasted meetings, and support continued public use of the facility.
On behalf of the City, the City’s real property management consultant initiated a request for proposal (RFP) for the City Hall Chamber renovations on June 26, 2026, which resulted in three (3) bids. Staff reviewed the proposals and seek City Council approval to award the contract to Flow Builders for the Chambers renovations at the City Hall Building (1 Civic Center Dr), and to authorize the City Manager to negotiate, finalize, and execute contract documents. The budget for the project was appropriated in the approved FY 2026-2027 Operating and Capital Improvement Budget for the project in the Public, Education, and Government access (“PEG”) funds (Fund 216), which has a fund balance sufficient for the project and associated costs.
Discussion
The City of San Marcos owns and operates the Civic Center building, which is made up of City staff space as well as tenant-occupied suites on floors 1-4. The ground floor contains the Council Chambers, which host regular and special council meetings that are open to the public as required by law. The chamber hosts other public meetings such as the planning commission and public workshops.
As part of upkeep and maintenance duties associated with the City as owner of the space, renovation work is required for the Council Chambers to better accommodate the public meetings held in the space and ensure the safety of City staff, meeting participants, and visitors. Several broadcast elements in the chambers such as the current lighting system and acoustic wall coverings are past their useful life, and replacement parts such as the broadcast lights are hard to find and replace due to being obsolete and discontinued. Replacement of the broadcast lights and wall coverings will ensure better visibility and sound for publicly broadcasted meetings, ensuring more reliable compliance with Brown Act requirements. Moreover, replacement of the carpet in the Council Chambers will also ensure safety of the space and avoid potential hazards, and would meet current Americans with Disabilities Act (ADA) regulations.
A request for proposal (RFP) for the Chambers renovations was issued on June 26, 2026. The request for proposal was advertised by IDS Real Estate, as the City’s real property management consultant, on behalf of the City. Subsequently, three (3) bids were received. Of the three bids, Flow Builders was deemed to be a qualified firm for the work, and the proposal is within the anticipated project budget.
The proposal outlined the work needed, which includes replacement of the carpet, acoustic wall coverings, broadcast lights, other lighting replacements, and replacement of the audience seat coverings in the Council Chambers. The renovations will allow the City to continue to fulfill requirements outlined by the Brown Act and other applicable laws to host publicly accessible meetings, while also ensuring the public space is safe, well-maintained, and free of any potential hazards.
Staff reviewed the proposal for the project and seeks City Council approval to award the Council Chambers renovations contract to Flow Builders in the amount not-to-exceed $1,000,000, and to authorize the City Manager to negotiate, finalize, and execute an agreement with Flow Builders. The project would be funded from the PEG fund (Fund 216), as the work ensures the reliability of public broadcasting for the meeting. The requested award is sufficient to cover the proposed contract with Flow Builders, as well potential change orders, additional support work, labor compliance, and other project-related items.
Environmental Review
Not applicable.
Fiscal Impact
The budget for the project is included in the City’s Fiscal Year 2026-27 Operations & Capital Improvement Program Budget in the PEG fund (Fund 216).
Attachment(s)
Resolution
Prepared by: Janet Brotherton, Budget and Analysis Manager
Submitted by: Donna Apar, Finance Director
Reviewed by: Donna Apar, Finance Director
Approved by: Michelle Bender, City Manager