HomeMy WebLinkAboutItem 12f - Accept Library and Police Department Carpet Tile ProjectAccept Library and Police Department Carpet Tile Project
November 6, 2018
Page 1 of 3
DATE: November 6, 2018
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 VINCOR CONSTRUCTION, INC.
FOR THE LIBRARY AND POLICE DEPARTMENT CARPET TILE
INSTALLATION PROJECT AS COMPLETE
Recommendation: Approve
SUMMARY
On February 6, 2018, the City Council approved a contract with Vincor Construction,
Inc. in the amount of $73,921.83 for the Library and Police Department 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 $54,867.15. This amount reflects the original contract amount of
$73,921.83 minus quantity changes totaling $19,054.68, or 25.8% less than the original
contract amount.
It is recommended that the City Council accept all work performed by Vincor
Construction, Inc. for the Library and Police Department 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 $2,743.36.
BACKGROUND
The Public Works Services Department (“PWSD”) is responsible for the maintenance
and repair of all City facilities. The Fiscal Year 2017-18 CIP budget provides for the
replacement of the carpet in the public floor area of the Library and portions of an area
near the Detective’s Bureau in the Police Station. The PWSD put together a carpet tile
replacement program to replace worn out carpet tiles at all City facilities. This project
continues the process of replacing worn out carpet tiles in the public areas of the
Library, which are over 20 years old. The first phase of this project was completed as
part of the FY 2016-17 CIP. The second phase included replacing Library carpet tiles in
the study rooms, circulation desk area, and Imagination Theater.
Accept Library and Police Department Carpet Tile Project
November 6, 2018
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The project also included the replacement of the carpet tiles in the Emergency Call
Center and Detective Bureau area in the Arcadia Police Station. The carpet tiles in
these areas are the original carpet tiles installed when the building was constructed and
were worn out and stained.
DISCUSSION
On February 6, 2018, the City Council approved a contract with Vincor Construction,
Inc. for the Library and Police Department Carpet Tile Installation Project . The work
performed included removing and replacing existing carpet tiles in sections of the
Library and Police Station. During the course of work, it was determined that the vinyl
tiles in the Call Center’s break room were worn out and in need of replacement. As a
result, the existing vinyl tiles in the break room were replaced with Vinyl Composition
Tiles (“VCT”). Additionally, it was determined that the replacement of the carpet tiles in
the Detective Bureau (“DB”) were not needed at this time. The carpet tiles in the DB will
be included into a larger re-carpeting project in the future. Extra carpet tiles have been
ordered to replace worn out or damaged carpet tiles in both locations. Below is a
breakdown of the two contract change orders.
CCO# Description Amount
1. Removed existing vinyl tile and replaced with VCT at the Call Center
Break Room $5,805.04
2. Removed scope of work - Carpet Tile installation at the Detective
Bureau Area ($24,859.72)
Total: ($19,054.68)
The change orders listed reduced the overall contract amount by 25.8%. All other terms
and conditions of this contract have been complied with and the work has been
performed to the satisfaction of the Project Manager. Vincor Construction, 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 $75,000 have been budgeted in the Fiscal Year 2017 -18 Capital
Improvement Program ($35,000 for the Library and $40,000 for the Police Department).
The total cost for this project is $54,867.15. This amount reflects the original contract
amount of $73,921.83 minus quantity changes totaling $19,054.68, or 25.8% less than
the original contract amount.
Accept Library and Police Department Carpet Tile Project
November 6, 2018
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RECOMMENDATION
It is recommended that the City Council accept all work performed by Vincor
Construction, Inc. for the Library and Police Department 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 $2,743.36.