SR 06-12-2018 3E
City Council
Report
City Council Meeting: June 12, 2018
Agenda Item: 3.E
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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 $750,000
over a three-year period (Attachment A).
On May 31, 2017, staff published a request for bids for tile flooring contracted services.
The only bidder, Elite Floorcovering, did not possess the required licensing, a C-54
Ceramic and Mosaic Tile Contractor license. On September 26, 2017, Council
authorized staff to 1) reject the bid, 2) modify the licensing requirement to a C-15 Floor
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and Floorcovering Contractor license, and 3) issue a new Request for Bids (Attachment
B).
Discussion
The City employs four permanent in-house staff to provide various carpentry services at
City facilities. Typical flooring services provided by City staff include emergency repairs
to avoid trip and fall hazards and minor flooring tile replacements. The City requires
flooring contractor services for demolition and repair of existing flooring, purchase and
installation of new flooring and renovation projects at various City facilities.
Vendor/Consultant Selection
On February 21, 2018, the City published Notices Inviting Bids to provide flooring
contractor services in accordance with City specifications. The bid was posted on the
City’s online bidding site, and notices were advertised in the Santa Monica Daily Press
in accordance with City Charter and Municipal Code provisions. Thirty-three vendors
downloaded the bid. The following three bids were received and publicly opened on
March 14, 2018.
Scope Elite Floorcovering G&S Carpet Mills, Inc. JJJ Floor Covering, Inc.
Sample Job Proposal 7,851.96$ 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
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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
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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
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B. 4282 Tile ContractorBid Results
REFERENCE:
Contract No. 10691
(CCS)