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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 Page 2 of 3 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 Page 3 of 3 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.