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HomeMy WebLinkAboutItem 2j: Contract with Vargas Olson Enterprises for Installation of Carpet Tiles at Community Center and Recreation Department Building A; cfr wow,. 4 1 M�t� 5, 1�0! • ..„„y o,0. B STAFF REPORT Public Works Services Department DATE: December 7, 2010 TO: Mayor and City Council FROM: Tom Tait, Public Works Services Director Prepared by: Dave McVey, General Services Superintendent SUBJECT: AUTHORIZE THE CITY MANAGER TO EXECUTE A CONTRACT WITH VARGAS OLSON ENTERPRISES, INC. FOR THE INSTALLATION OF CARPET TILES AT THE COMMUNITY CENTER AND RECREATION DEPARTMENT BUILDING IN THE AMOUNT OF $43,471 Recommendation: Approve SUMMARY As part of annual preventative maintenance program for City owned facilities, it was determined that the existing carpeting at the Community Center and Recreation Department building has passed its life expectancy and is in need of being replaced. The facilities are under a multi -year pro- active Preventative Maintenance Program administered by the Public Works Services Department. On November 2, 2010, the City Council rejected the bid submitted for the installation of carpet tiles for the Community Center and Recreation facilities due to having received only one bid, and directed staff to re -bid the contract. Subsequently, the Public Works Services Department conducted a formal bidding process and on November 17, 2010, the City Clerk publicly opened six (6) sealed bids. Based on the bid results, staff recommends that the City Council authorize the City Manager to execute a contract with Vargas Olson for the installation of carpet tiles at the Community Center and Recreation Department building in the amount of $43,471. DISCUSSION The Public Works Services Department is responsible for the maintenance and repair of all City facilities. During yearly inspections, staff evaluates all City owned facilities to determine necessary improvements and found that the existing carpet in the Community Center and Recreation Department building is in need of replacement. The carpeting is over ten (10) years old and the seams are separating causing possible trip hazards for Page 1 of 3 Mayor and City Council December 7, 2010 the patrons. The carpet has been re- stretched over the years to help eliminate the raised sections. However, due to its constant stretching, the carpet is no longer able to keep its retention on the floor. The foot traffic and heavy utility carts have damaged the carpet so heavily that it is completely breaking down. The proposed new carpet to be installed is a commercial grade carpet tile which has recently been installed at other City owned facilities. These carpet tiles have been very successful in withstanding the high traffic patterns in other City facilities such as the Library, Fire and Police Departments. Additionally, the carpet squares have no seams that can unravel and can be easily replaced if a traffic pattern starts to show. Also the flexibility to move carpet tiles around the facility enables the Public Works Services Department to simply change tiles from an unused section of the building and rotate them into high traffic areas for replacement. Staff feels that by using carpet tiles and having the ability to rotate carpet tiles will extend the life expectancy of carpet in City owned facilities and save money. In addition, the new commercial grade carpet tiles come with a lifetime warranty against runs, edge ravel and delaminating. On November 2, 2010, the City Council rejected the bid submitted for the installation of carpet tiles for the Community Center and Recreation Department building due to having received only one bid, and directed staff to re -bid the contract. Subsequently, the Public Works Services Department conducted another formal bidding process and notice inviting bids was published in the adjudicated paper. On November 17, 2010, the City Clerk publicly opened six (6) sealed bids with the following result: Bidder Location Amount Vargas Olson Enterprises, Inc. Monrovia, CA $43,471.00 Floor Covering Unlimited, Inc. Los Angeles, CA $44,036.00 Korston Construction Anaheim, CA $44,511.00 New Image Commercial Flooring San Bernardino, CA $46,530.00 Universal Flooring System, Inc. Huntington Beach, CA $54,211.00 Capital Development, Inc. Los Angeles, CA $57,800.00 Staff has reviewed the bid documents for content and the vendor's background and competency and concluded that Vargas Olson Enterprises, Inc. is the lowest responsible bidder. Vargas Olson has worked for the City on other projects and has consistently provided quality work. Therefore, staff recommends that the City Council authorize the City Manager to execute a contract with Vargas Olson Enterprises, Inc. for the installation of carpet tiles at the Community Center and Recreation Department building in the amount of $43,471. Page 2 of 3 Mayor and City Council December 7, 2010 FISCAL IMPACT Sufficient funds are budgeted in the 2010 -2011 Capital Improvement Fund for this project. RECOMMENDATION 1. Award a contract to Vargas Olson Enterprises, Inc. for the installation of carpet tiles at the Community Center and Recreation facilities in the amount of $43,471. 2. Waive any informality in the bid or bidding process. 3. Authorize the City Manager to execute a contract in a form approved by the City Attorney. Approved by: �, Donald Penman, City Manager TT:DM:jb Page 3 of 3