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HomeMy WebLinkAboutItem 2f - Accept Library Carpet Tile Installation Project as CompleteAccept Library Carpet Tile Project October 3, 2017 Page 1 of 2 DATE: October 3, 2017 TO: Honorable Mayor and City Council FROM: Tom Tait, Public Works Services Director By: Eddie Chan, P.E., Principal Civil Engineer SUBJECT: ACCEPT ALL WORK PERFORMED BY VARGAS OLSON ENTERPRISES, INC. FOR THE LIBRARY CARPET TILE INSTALLATION PROJECT AS COMPLETE Recommendation: Approve SUMMARY On March 7, 2017, the City Council approved a contract with Vargas Olson Enterprises, Inc. in the amount of $83,500 for the Library Carpet Tile Installation Project. The terms and conditions of this project have been complied with and the work has been performed to the satisfaction of the Project Manager for a total project cost of $91,454. This amount reflects the original contract amount of $83,500 plus one change order totaling $7,954, or 9.53% more than the original contract amount. It is recommended that the City Council accept all work performed by Vargas Olson Enterprises, Inc. for the Library Carpet Tile Installation Project as complete, and authorize the final payment to be made in accordance with the contract documents, subject to the retention of $4,472.70. DISCUSSION The Public Works Services Department (“PWSD”) is responsible for the maintenance and repair of all City facilities. In the past, the PWSD replaced individual worn carpet tiles in the Library’s high traffic public floor area with extra replacement tiles that the Department had on hand. There are no more extra tiles available and the existing Library carpet tile size, design, and color has been discontinued and is no longer manufactured. The remaining Library carpet tiles in the public floor area were over 20 years old, deteriorated beyond repair, and were in need of replacement. On March 7, 2017, the City Council approved a contract with Vargas Olson Enterprises Inc. for the Library Carpet Tile Installation Project. The work performed included removing and replacing existing carpet tiles in areas as shown in the attached Exhibit Accept Library Carpet Tile Project October 3, 2017 Page 2 of 2 “A” at the Arcadia Library. During the course of work, the PWSD felt it prudent to purchase 324 extra carpet tiles for future replacement of worn carpet tiles. As a result, a change order was necessary for the acquisition of the extra stock of carpet tiles. Below is a breakdown of the contract change order. CCO# Description Amount 1. Extra Stocks of Carpet Tile Materials (2,940 SF) $7,954.00 Total: $7,954.00 The terms and conditions of this contract have been complied with and the work has been performed to the satisfaction of the Project Manager. Vargas Olson Enterprises, Inc. completed the work as defined in the project plans and specifications in an efficient and timely manner. FISCAL IMPACT Funds in the amount of $143,000 were budgeted in the Fiscal Year 2016-17 Capital Improvement Program for this project. The project’s total cost is $91,454. This amount reflects the original contract amount of $83,500 plus one change order totaling $7,954, or 9.53% more than the original contract amount. RECOMMENDATION It is recommended that the City Council accept all work performed by Vargas Olson Enterprises, Inc. for the Library Carpet Tile Installation Project as complete, and authorize the final payment to be made in accordance with the contract documents, subject to the retention of $4,472.70. Attachment: Exhibit “A” – New Carpet Area