SR-904-001-02 (2)
EPWM:CP:AA:LF:SK [s:/sp1593/cc1593]
Council Meeting: November 23, 1999 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Recommendation to Award a Contract for Carpet and Floor Finishes at
City Hall
Introduction
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.
Discussion
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
1
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.
2
Financial/Budget Impact
FUNDS REQUIRED
Contractor $128,687
Contingency $ 15,000
TOTAL $143,687
Funds are available in CIP account C01008598.589000, "City Facilities Maintenance".
Recommendation
Staff recommends that the City Council:
1. 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
2. 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
3