HomeMy WebLinkAboutAgenda Report - October 1, 2014 C-09c,qAGENDA ITEM
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AGENDA TITLE:Adopt Resolution Accepting Donation from Hutchins Street Square Foundation
($50,000); Authorizing City Manager to Execute Professional Services Agreement
with Empire Today, LLC, of Union City, for Carpet Replacement Project ($104,072);
and Appropriating Funds ($50,000)
MEETING DATE: October 1,2014
PREPARED BY: Public Works Director
RECOMMENDED ACTION: Adopt resolution accepting donation from Hutchins Street Square
Foundation in the amount of $50,000; authorizing City Manager to
execute Professional Services Agreement with Empire Today, LLC,
of Union City, for Carpet Replacement Project in the amount of $104,072; and appropriating funds in the
amount of $50,000.
BACKGROUND INFORMATION The project includes replacement of carpet for Hutchins Street
Square, Fire Station No. 1, Carnegie Basement and Facilities
Services office.
Hutchins Street Square was last renovated in 1998. As part of the renovation, a broadloom, casino-
grade carpet was installed throughout the building. Over time, the carpet has started to loosen from its
bond to the subfloor, causing wrinkles to form. The wrinkles have grown severe enough to form potential
trip hazards throughout this public facility.
The carpet replacement at Hutchins Street Square is being partially funded through a donation from the
Hutchins Street Square Foundation of $50,000. The work includes replacement of the existing carpet in
the main lobby and hallways, Crete Hall, Green Room, Vomitory, Pisano Room and Cottage Room with
the same pattern, color and quality that is currently in those locations, The pattern, color and quality of
carpet proposed for installation has been approved by the Foundation Board. None of the office areas
are included at this time. The lead time for carpet delivery is approximately eight weeks. The installation
work is expected to take between five and nine working days to complete and could be performed at
night, if needed.
Also included in this project are carpet replacements at Fire Station No. 1 (Class Room, Battalion Chiefs'
Offices and Captains' Offices), Facility Services Office and the basement at Carnegie Forum where the
lnformation Systems Division is located. At all of these locations, the carpet is in very poor condition and
will be replaced with carpet tiles of the same quality, pattern and color as those recently installed at
City Hall. This work is expected to take one to two weeks.
Empire Today was the successful bidder for U.S. Communities Contract 2865 for competitively-bid carpet
and flooring installation services. Using the U.S. Communities Master lntergovernmental Cooperative
Purchasing Agreement line item costs, the price to replace the carpet areas described above is
8104,072, excluding tax. The estimated total project cost is $124,000. The difference between the
contract price and the total estimated project cost is to account for sales tax and project contingencies.
APPROVE
TM
Stephen Schwa
K:\WP\PROJECTS\MISC\City Hall Carpet\CEmp¡reToday_hss carpet.doc
er, City Manager
9t17t2014
Adopt Resolution Accepting Donation from Hutchins Street Square Foundation ($50,000); Authorizing
City Manager to Execute Professional Services Agreement for Carpet Replacement Project with Empire
Today, LLC, of Union City ($1 04,072); and Appropriating Funds ($50,000)
October 1,2014
Page 2
By using the U,S. Communities contract, the formal bidding process has already been performed,
allowing staff to more efficiently procure labor and materials for specialty work (such as facility carpet and
flooring) while maintaining compliance with purchasing requirements. The City replaced the carpet in
City Hall in 2013 utilizing Empire Today through the U.S. Communities contract.
The Professional Services Agreement with Empire Today includes all insurance and bonding
requirements included on City construction contracts.
Per Lodi Municipal Code Section 3.20.045, State and LocalAgency Contracts, the bidding process may
be waived when it is advantageous for the City, with appropriate approval by City Manager and
City Council, to use contracts that have been awarded by other California public agencies, provided that
their award was in compliance with their formally-adopted bidding or negotiation procedures.
This proposed contract is not subject to the City's local hire ordinance. Staff recommends Council adopt
a resolution accepting the donation of $50,000 from the Hutchins Street Square Foundation and
authorizing the City Manager to execute a Professional Services Agreement for the Carpet Replacement
Project with Empire Today, LLC, of Union City.
FISCAL IMPACT Replacing the existing Hutchins Street Square carpet will reduce the City's
trip and fall exposure while improving the appearance of the building.
FUNDING AVAILABLE:$45,000
$29.500
$74,500
Requested Appropriation:
General Fund Capital fi211804)$50,000.
Total Funding Available:
*Appropriated donation amount
$124,500
Jo Aye
Deputy City Manager/lnternal Services Director
F. Wally n
Public Works Director
Prepared by Charles E. Swimley, Jr., Deputy Public Works Director/City Engineer
FWS/CES/pmf
General Fund Capital (1211804):
Facility Maintenance (10351 1)
K:\WP\PROJECTS\MISC\City Hall Carpet\CEmpireToday_hss carpet.doc 911712014
RESOLUTION NO. 2014-173
A RESOLUTION OF THE LODI CITY COUNCIL ACCEPTING A
DONATION FROM THE HUTCHINS STREET SQUARE FOUNDATION,
AUTHORIZING THE CITY MANAGER TO EXECUTE A PROFESSIONAL
SERVICES AGREEMENTWITH EMPIRE TODAY, LLC, OF UNION CITY,
FOR THE CARPET REPLACEMENT PROJECT AND FURTHER
APPROPRIATING FUNDS
WHEREAS, as part of the 1998 renovation at Hutchins Street Square, a broadloom, casino-
grade carpet was installed. The carpet has loosened from its bond to the subfloor, causing wrinkles
to form which have grown severe enough to form potentialtrip hazards; and
WHEREAS, the carpet replacement at Hutchins Street Square is being partially funded
through a donation from the Hutchins Street square Foundation ($50'000)' The work includes
replacement of the existing carpet in the main lobby and hallways, Crete Hall, Green Room,
Vomitory, Pisano Room and Cottage Room with the same pattern, color and quality that is currently
in those locations; and
WHEREAS, this project also includes carpet replacements at Fire Station No. 1 (Class
Room, Battalion Chiefs' Offices and Captains' Offices), Facility Services Office and the lnformation
Systems Division located in the Carnegie Basement. The carpet at these locations is in very poor
condition and will be replaced with carpet tiles of the same quality, pattern and color- as those
recently installed at City Hall; and
WHEREAS, Empire Today, LLC, was the successful bidder for U.S. Communities Contract
No. 2865 for competitively-bid carpet and flooring installation services; and
WHEREAS, per Lodi Municipal Code Section 3.20.045, State and Local Agency Contracts,
the bidding process may be waived when it is advantageous for the City, with appropriate approval
by City Manager and City Council, to use contracts that have been awarded by other California
public agencies, provided that their award was in compliance with their formally-adopted bidding or
negotiation procedures.
NOW, THEREFORE, BE lT RESOLVED that the Lodi City Council does hereby authorize
the City Manager to execute a Professional Services Agreement for the Carpet Replacement Project
with Empire Today, LLC, of Union City, California, in the amount of $104,072, excluding tax; and
BE lT FURTHER RESOLVED that the City Council does hereby accept a donation from the
Hutchins Street Square Foundation in the amount of $50,000; and
BE lT FURTHER RESOLVED that funds in the amount of $50,000 be appropriated for this
project from the Hutchins Street Square Foundation donation.
Dated: october 1:391!___
I hereby certify that Resolution No. 2014-173 was passed and adopted by the City Council of
the CiÇ of Lodi in a regular meeting held October 1,2014, by the following vote:
AYES: COUNCIL MEMBERS - Hansen, Johnson, Mounce, and
Nakanishi
NOES:
ABSENT:
ABSTAIN
COUNCIL MEMBERS - None
COUNCIL MEMBERS - Mayor Katzakian
COUNCIL MEMBERS _ Non
J FER
2014-173
Clerk