SR 09-26-2017 3E
City Council Report
City Council Meeting: September 26, 2017
Agenda Item: 3.E
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To: Mayor and City Council
From: Susan Cline, Director, Public Works, Facilities Maintenance
Subject: Reject Bid for Tile Contractor Services
Recommended Action
Staff recommends that the City Council:
1. Reject the only bid for Bid #4282 for tile contractor services as required by the
Facilities Maintenance Division;
2. Direct staff to reissue a bid in order to obtain the best bidder for tile contractor
services.
Executive Summary
The City contracts out tiling services for remodeling projects, demolition and repair of
existing tile work, and installation of new tile in various City facilities. On May 31, 2017,
staff published a request for bids for such services. One bidder, Elite Floor Covering,
responded; however, the company does not possess the required C-54 Ceramic and
Mosaic Tile Contractor license. Since the only bidder did not meet the requirements of
the bid, staff recommends that Council: 1) reject the bid and 2) issue a new Notice
Inviting Bids.
Background
On September 24, 2013, Council awarded Bid #4098 to M.C. Tile Co. to provide tile
contractor services for three years in an amount not to exceed $232,000, per
Attachment A. M.C. Tile Co.’s purchase order expired on September 27, 2016.
Discussion
The City requires tile contractor services for demolition and repair of existing tile work,
purchase and installation of new tiles, and renovation projects in various City facilities.
Contracted tiling services are also utilized for exterior tile work in locations such as the
Annenberg Community Beach House, the Santa Monica Municipal Pool and the Public
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Safety Facility.
On May 31, 2017, the City published a Notice Inviting Bids to provide tile contractor
services. The notice was posted on the City’s online bidding site and advertised in the
Santa Monica Daily Press in accordance with City Charter and Municipal code
provisions. A total of 11 vendors downloaded the bid. One bid was received and publicly
opened on June 16, 2017, per Attachment B.
The only bidder, Elite Floor Covering, does not possess the required C-54 Ceramic and
Mosaic Tile Contractor license referenced in the bid. M.C. Tile Co., the City’s previous
tile contractor, possesses a C-54 license, but it opted not to submit a bid due to the
requirement that all bidders must be registered with the Department of Industrial
Relations (DIR) and pay the prevailing wage, which the contractor deemed too laborious
and costly.
Staff recommends rejecting the one bid received for Bid #4282 and issuing a new
Request for Bids for tile contractor services. Additionally, in an effort to engage
prospective bidders, the new bid will modify the required contractor licensing from the
stringent and specialized C-54 Ceramic and Mosaic Tile license to the more common C-
15 Flooring and Floorcovering Contractor license. As the City does not have a need for
mosaic tile contracting services, the modification of licensing will allow contractors who
have experience with general tile installation to participate in the bidding process.
Financial Impacts and Budget Actions
There is no immediate financial impact or budget action necessary as a result of the
recommended action.
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Prepared By: Yvonne Yeung, Senior Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. September 24, 2013 Staff Report
B. 4282 Tile Contractor Bid Results
ATTACHMENT A
Bid Results for Project TILE CONTRACTOR SERVICES (4282)
Issued on 05/31/2017
Bid Due on June 16, 2017 3:00 PM (Pacific)
Item
Num
Item Description Elite Floor Covering
Response
1
2
3 MATERIALS $ 6,794.77
4 TAX (10.25%) $ 696.46
5 LABOR $ 9,998.00
6 OTHER COSTS (PLEASE DESCRIBE IN COMMENTS)N/A
TOTAL PRICE $ 17,489.23
7 PLEASE INDICATE THE BRAND / TYPES OF TILES QUOTED 1. Dal Tile Ex 02 (12"x24")
2. 6" Black Glossy Coye Tile
8 PRICING (OTHER JOBS AS REQUIRED) $ 69.50
9 PLEASE INDICATE YOUR HOURLY LABOR RATE: $ 93.95
10 PLEASE INDICATE YOUR OT / AFTER-HOURS HOURLY LABOR RATE:Saturday, Sundays, or Holidays
12 PLEASE INDICATE THE DAYS AND TIMES OF THE WEEK TO WHICH THE AFTER-HOURS RATE WOULD APPLY:Saturday, Sundays, or Holidays
13 LABOR CLOCK BEGINS UPON (INDICATE WHICH OF THE FOLLOWING APPLY): ARRIVAL AT CUSTOMER
LOCATION OR DEPARTURE FROM VENDOR LOCATION
Arrival at customer location
14 LABOR CLOCK ENDS UPON (INDICATE WHICH OF THE FOLLOWING APPLY): DEPARTURE FROM CUSTOMER
LOCATION OR ARRIVAL AT VENDOR LOCATION.
Departure from customer location
15 PLEASE INDICATE THE % DISCOUNT / MARK-UP OFFERED ON MATERIALS.10% to 20%
16 PLEASE INDICATE YOUR MINIMUM CALL-OUT CHARGE: $ 150.00
17 PLEASE INDICATE YOUR OVERHEAD MARGIN PERCENTAGE:0%
18 PLEASE INDICATE YOUR PROFIT MARGIN PERCENTAGE:20-25%
19 PLEASE DESCRIBE ANY ADDITIONAL FEES & CHARGES NOT COVERED ABOVE (VEHICLE / LIFT CHARGES,
MILEAGE/FUEL SURCHARGES, DOUBLE-TIME, ETC.): PROVIDE DESCRIPTION IN THE COMMENTS SECTION.
N/A
20 PAYMENT TERMS (ENTER PAYMENT DISCOUNT TERMS; OTHERWISE NET THIRTY (30) DAYS WILL APPLY.Net 30
21
22 PERIOD 2 (FIRST ANNUAL RENEWAL OPTION)Same price, terms, and conditions offered
23 PERIOD 3 (SECOND ANNUAL RENEWAL OPTION)Same price, terms, and conditions offered
24 PERIOD 4 (THIRD ANNUAL RENEWAL OPTION)Same price, terms, and conditions offered
25 PERIOD 5 (FOURTH ANNUAL RENEWAL OPTION)Same price, terms, and conditions offered
Business License Required
Oaks Completed
Living Wage Completed
Prevailing Wage Completed
PLANETBIDS - VENDOR NOTIFICATIONS: 386 VENDOR DOWNLOADS: 11
PRICING -SWIM CENTER TILE REPLACEMENT
PLEASE INDICATE PRICING & MATERIAL INFORMATION FOR THE SWIM CENTER TILE REPLACEMENT
(AS SPECIFIED AT THE JOB WALK AT 2225 16TH ST).
DEMOLITION AND DISPOSAL OF EXISTING QUARRY TILE IN FRONT OFFICE AND RESTROOM
INSTALL NEW DAL TILE - EX-02, GREY (APPROXIMATE AREA 1,100 SQ. FT.)
MODIFY TILE TO 12"x12" -CUT TILES IN ½ AND BEVEL CUT EDGES
INSTALL 6"x6" BLACK TILE COVER BASE IN RESTROOM
INSTALL 6" BLACK RUBBER WALL BASE IN THE OFFICE AREA
PRICING SHOULD INCLUDE HAUL-AWAY OF WASTE MATERIALS.
A PROPOSAL MAY ALSO BE ATTACHED, BUT THE ITEMS BELOW MUST BE FILLED OUT FOR YOUR BID TO BE CONSIDERED.
THE CITY DESIRES THE RIGHT AND OPTION TO EXTEND ANY CONTRACT HEREUNDER FOR ADDITIONAL ONE-YEAR RENEWAL PERIODS FROM DATE OF
EXPIRATION AT THE SAME PRICE, TERMS AND CONDITIONS, AS SPECIFIED BELOW FROM DATE OF EXPIRATION AT THE SAME PRICE, TERMS AND CONDITIONS.
FOR EACH SUBSEQUENT RENEWAL PERIOD LISTED BELOW PLEASE INDICATE IN THE COMMENT SECTION WHICH OF THE FOLLOWING APPLY: 1) NO
RENEWAL OPTION OFFERED. 2) SAME PRICE, TERMS AND CONDITIONS OFFERED. 3) % OF INCREASE /DECREASE OF PREVIOUS YEAR'S PRICE FOR ALL AREAS
OR OPTIONS. INCREASES GREATER THAN CPI WILL BE SUBJECT TO THE "ESCALATION & DE-ESCALATION OF BID PRICE" CLAUSE IN THE BID. SPECIFY
ALTERNATE TERMS AND CONDITIONS IF APPLICABLE.
ATTACHMENT A