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SR 06-12-2018 3E City Council Report City Council Meeting: June 12, 2018 Agenda Item: 3.E 1 of 3 To: Mayor and City Council From: Susan Cline, Director, Public Works, Facilities Maintenance Subject: Award Agreement to Elite Floorcovering for Citywide Flooring Services Recommended Action Staff recommends that the City Council: 1. Award Bid #4315 to Elite Floorcovering, a California-based company, for flooring contractor services; 2. Authorize the City Manager to negotiate and execute an agreement with Elite Floorcovering, in an amount not to exceed $395,000 for two years, with one additional three-year renewal option in the amount of $592,500, for a total amount not to exceed $987,500 over a five-year period, with future year funding contingent on Council budget approval. Executive Summary The Facilities Maintenance Division contracts out flooring services for remodeling projects, demolition and repairs and new installations at various City facilities approximately 50 times per fiscal year. This contracted work supplements the services provided by the City’s in-house carpentry crew. Staff recommends awarding Bid #4315 to Elite Floorcovering for flooring services for a total amount not to exceed $987,500 over a five-year period. Background On July 13, 2013, Council awarded Bid #4066 to HM Carpet and Elite Floorcovering for carpet and flooring replacement and repair services in amount not to exceed $750,000 over a three-year period (Attachment A). On May 31, 2017, staff published a request for bids for tile flooring contracted services. The only bidder, Elite Floorcovering, did not possess the required licensing, a C-54 Ceramic and Mosaic Tile Contractor license. On September 26, 2017, Council authorized staff to 1) reject the bid, 2) modify the licensing requirement to a C-15 Floor 2 of 3 and Floorcovering Contractor license, and 3) issue a new Request for Bids (Attachment B). Discussion The City employs four permanent in-house staff to provide various carpentry services at City facilities. Typical flooring services provided by City staff include emergency repairs to avoid trip and fall hazards and minor flooring tile replacements. The City requires flooring contractor services for demolition and repair of existing flooring, purchase and installation of new flooring and renovation projects at various City facilities. Vendor/Consultant Selection On February 21, 2018, the City published Notices Inviting Bids to provide flooring contractor services in accordance with City specifications. The bid was posted on the City’s online bidding site, and notices were advertised in the Santa Monica Daily Press in accordance with City Charter and Municipal Code provisions. Thirty-three vendors downloaded the bid. The following three bids were received and publicly opened on March 14, 2018. Scope Elite Floorcovering G&S Carpet Mills, Inc. JJJ Floor Covering, Inc. Sample Job Proposal 7,851.96$ 5,999.36$ 9,364.95$ Hourly Rate 62.92$ 78.97$ 75.00$ Overtime Hourly Rate 84.48$ 108.09$ 105.00$ Minimum Call-Out Charge 150.00$ 500.00$ 1,200.00$ Bids were evaluated based on the criteria in SMMC 2.24.072, including previous experience, quality of product, and ability to deliver and comply with all City criteria. Based on weighted criterion, Elite Floorcovering is the lowest bidder. Due to the City’s need for small-scale emergency repairs and minor floor replacements, staff used a higher weighted criterion for hourly rates and minimum call-out charge. Elite Floorcovering offered the lowest pricing for both. Additionally, Elite Floorcovering was the only bidder to offer the same price, terms and conditions for all four renewal periods. The other two bidders requested percentage increases for each renewa l option, which would require an increase in the total contract amount over the five -year period. Elite Floorcovering has satisfactorily provided the City with flooring service s since 2013 3 of 3 under a previous contract. Based on these criteria, staff recommends Elite Floorcovering as the best bidder. Financial Impacts and Budget Actions The contract to be awarded to Elite Floorcovering is for an amount not to exceed $987,500. Funds of $197,500 are available in the Proposed FY 2018-19 Budget in the Public Works Department. The contract will be charged to account 01500020.529480, and expenditures will be transferred to departments incurring the contracted services. Future year funding is contingent on Council budget approval. Prepared By: Kyla Johnson, Senior Administrative Analyst Approved Forwarded to Council Attachments: A. July 23, 2013 Staff Report B. September 26, 2017 Staff Report C. Elite Floorcovering Oaks Form City Council Report City Council Meeting: September 26, 2017 Agenda Item: 1 of 3 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 and installation of new tiling in various City facilities. On May 31, 2017, staff published a request for bids for such services. One bidder responded, Elite Floor Covering, who did not possess the required licensing, a C-54 Ceramic and Mosaic Tile Contractor license. Due to the only bidder not meeting the requirements of the bid, staff recommends that the City: 1) reject the bid, 2) modify the licensing requirement to a C - 15 Flooring and Floorcovering Contractor license, and 3) issue a new Request for Bids. Background On September 24, 2013, Council awarded Bid #4098 to, the only bidder, M.C. Tile Co., to provide tile contractor services for three years in an amount not to exceed $232,000, per Attachment A. 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 locatio ns such as Annenberg Community Beach House, Santa Monica Municipal Pool and Public Safety 2 of 3 Facility. On May 31, 2017, the City published a Notice Inviting Bids to provide tile contractor services . The bid was posted on the City’s online bidding site, and notices were advertised in the Santa Monica Daily Press in accordance with the City Charter and Municipal code provisions. 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 contractor licensing stated within the bid thus the bid was inadmissible. The City’s previous tile contractor, M.C. Tile Co., opted not to submit a bid due to the requirement that all bidders must be registered with the Department of Industrial Relations (DIR), as the bid award will be subject to prevailing wage. In an effort to engage prospective bidders, the required contractor licensing will be modified to a C-15 Flooring and Floorcovering Contractor license as opposed to the stringent and specialized C-54 Ceramic and Mosaic Tile license. Staff recommends rejecting the one bid received from Elite Floor Covering and issuing a new Request for Bids for tile contractor services that requires bidders to have a C-15 contractor’s license. Financial Impacts and Budget Actions There is no immediate financial impact or budget action necessary as a result of the recommended action. Prepared By: Yvonne Yeung, Senior Administrative Analyst Approved Forwarded to Council Attachments: A. September 24, 2013 Staff Report 3 of 3 B. 4282 Tile ContractorBid Results REFERENCE: Contract No. 10691 (CCS)