ITEM 6-F

TO: Mayor and City Council

FROM: City Staff

SUBJECT: Recommendation to Award a Contract for Carpet and Floor Finishes at City Hall

This report recommends that the City Council award a contract for carpet and floor finishes at City Hall to Carpet Manor, Inc., the lowest responsible bidder, in the amount of $128,687 and approve $15,000 in contingency funds for the contract.

In FY 1996-97, the City created the Facilities Maintenance Program, an on-going multi-year program to remedy deferred maintenance in City-owned properties. This aspect of the program is a contract for the replacement of floor finishes, including carpet and sheet flooring, in various areas of City Hall, including Building and Safety, EPWM Administration, Information Systems, License, City Clerk, City Manager, Rent Control, Community and Cultural Services, Planning, the employee lounge, and City Attorney offices. Police offices are not included in this contract. Carpeted areas will be replaced with carpets containing low traces of volatile organic compounds (VOCs) to reduce the potential of nuisance odor being released in the air.

A Notice Inviting Bids for the construction contract was published on September

16, 1999 in The Argonaut and The Greensheet. Bid documents were sent to six

women/minority businesses enterprise associations (WMBE). Bidding packages

were requested by seven contractors. The City Clerk’s office received six sealed

bids, which were publicly opened and read aloud on October 14, 1999 by the

Deputy City Clerk. The bid results for carpeting were as follows

Carpet Manor, Inc. $128,687.00

Donald M. Hoover Company $140,895.00

Universal Metro $141,643.20

Dupont Flooring Systems $169,551.00

Nike Construction Company $201,803.00

Keith K.C., Lee, Inc. $205,000.00

Engineer's Estimate $140,000-$170,000

The lowest responsible bidder, Carpet Manor, Inc., supplied the City with the names of five previous project representatives and all reported that the contractor’s work was satisfactory. The contractor has successfully completed the following similar projects: East Los Angeles College, two buildings for the Orange County Transportation Authority, eleven air traffic control centers for the Federal Aviation Administration including their facility in San Francisco, and Manchester Center for Caltrans in Sacramento. The State Contractor’s License Board verified that the contractor’s license is current, active, and in good standing. The proposed floor finishing and carpet replacement at City Hall is estimated to take 120 calendar days.

FUNDS REQUIRED

Contractor $128,687

Contingency $ 15,000

TOTAL $143,687

Funds are available in CIP account C01008598.589000, "City Facilities Maintenance".

Staff recommends that the City Council:

Award a contract for carpet and floor finishes at City Hall to the lowest responsible bidder, Carpet Manor, Inc., in the amount of $128,687 and approve $15,000 in contingency funds for the contract; and

Authorize the City Engineer to issue any necessary change orders to complete additional work in conformance with the administrative instructions on change orders.

Prepared by:

Craig Perkins, Director of Environmental & Public Works Mgt.
Anthony Antich, P.E., City Engineer
Stanley Klemanowicz, Project Manager
Renee Cowhig, Maintenance Manager