HomeMy WebLinkAboutItem 1f: Reject Bids for Installation of Carpet Tiles in Community Center and Re-bid ContractSTAFF REPORT
Public Works Services Department
DATE: November 2, 2010
TO: Mayor and City Council
FROM: Tom Tait, Public Works Services Director
Prepared by: Dave McVey, General Services Superintendent
SUBJECT: REJECT THE BIDS FOR THE INSTALLATION OF CARPET TILES FOR
THE COMMUNITY CENTER AND RECREATION FACILITIES AND
DIRECT STAFF TO RE -BID THE CONTRACT
Recommendation: Approve
SUMMARY
As part of the annual preventative maintenance program for City facilities, it was
determined that the existing carpeting at the Community Center and Recreation facilities
has passed its life expectancy. The facilities are under a multi -year pro- active
preventative maintenance program administered by the Public Works Services
Department.
Staff conducted a formal bidding process and publicly advertised for the Installation of
Carpet Tiles for the Community Center and Recreation Facilities Project. The City Clerk
opened sealed bids on October 12, 2010 but received only one (1) bid. Based on the
lack of bids received, staff recommends that the City Council reject the bid for the
Installation of Carpet Tiles for the Community Center and Recreation Facilities Project
and direct staff to re -bid the contract.
DISCUSSION
The Public Works Services Department is responsible for the maintenance and repair of
all City facilities. During its yearly inspections, staff evaluates the facilities to determine
necessary improvements and found that the existing carpet in the Community Center
and Recreation Department is in need of replacement. The carpeting is over ten (10)
years old and the seams are separating causing possible trip hazards for 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 to the point
that it is completely breaking down.
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Mayor and City Council
November 2, 2010
The proposed new carpet to be installed is a commercial grade carpet tile which is
being used as replacement in other facilities. These carpet tiles have been very
successful in withstanding the employee and patrons' high traffic patterns in City
facilities such as the Library, Fire Department and Police buildings. In addition, 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. With a carpet tile
installation, the life of the carpet would be extended for a prolonged period of time due
to the ability of re- directing tiles to other less used areas of the facility. Finally, the new
commercial grade carpet tiles come with a lifetime warranty against runs, edge ravel
and delaminating.
Staff conducted a formal bidding process for the Installation of Carpet Tiles for the
Community Center and Recreation Facilities Project. However although staff publicly
advertised in the local newspapers and the Los Angeles Contractors Green Sheet, and
even contacted local area contractors who performed similar work for the City in the
past, the City Clerk received and opened only one (1) sealed bid on October 12, 2010,
with the following result:
Bidder
Vargas Olson Enterprises, Inc. Monrovia, CA $43,471
Therefore, due to lack of bids received for this service, staff recommends that the City
Council reject the bid submitted for the Installation of Carpet Tiles for the Community
Center and Recreation Facilities Project and direct staff to re -bid the contract. Staff will
work with other City's maintenance staff to attempt to get more bidders to ensure that
we get a competitive price for this work.
FISCAL IMPACT
Sufficient funds are budgeted in the 2010 -2011 Capital Improvement Fund for this
project.
RECOMMENDATION
1. Reject all bids for the Installation of Carpet Tiles for the Community Center
and Recreation Facilities Project.
2. Direct staff to re -bid the contract.
TT:DM:jb
Location Amount
Approved by:.
Donald Penman, City Manager
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