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HomeMy WebLinkAboutAgenda Statement 1986/05/06 Item 9 COUNCIL AGENDA STATEMENT Item 9 Meeting Date 5/6/86 ITEM TITLE: Resolution 4'1 / Accepting bids, awarding contract for new carpet and approving closure of Library for two weeks SUBMITTED BY: Director of Finance ' Library Director REVIEWED BY: City Manager (4/5ths Vote: Yes No X ) Bids were received and opened at 2:00 p.m. on April 21 , 1986, for removal of existing carpet and furnishing and installing new carpet in the Library building. Bids were requested as follows: ITEM DESCRIPTION 1 Removal of existing carpet and furnishing and installing new carpet 2 Additional carpet not installed (to be installed upon completion of redesign of check-out counters) RECOMMENDATION: That Council adopt the resolution awarding the contract to Tri-Co Floors and approving closure of Library. BOARDS/COMMISSIONS RECOMMENDATION: The Library Board was informed of the need to close the Library for a two-week period. DISCUSSION: Bid proposal forms were mailed to four vendors. The following bids were received. BIDDER ITEM 1 ITEM 2 Tri-Co Floors, La Mesa $153,600 $7,834 Carpet Service, Inc. , San Diego 93,725* 8,010 Glenn Thomas & Associates, San Diego 98,500* 6,350 * Bid did not include moving furniture, bookshelves and books and therefore did not meet bid specifications. The City contracted with Marshall Brown, Interior Designer, to prepare specifications for the new carpet. Mr. Brown prepared the original specifications when the Library was built in 1975-76. Page 2, Item 9 Meeting Date 5/6/86 Bid specifications were written to provide all labor and materials to complete the new installation including temporary relocation of all furniture, book shelving, and related books so that the new carpeting would be under the shelving as is the case now. Moving the shelving requires removal of the existing studs anchored in concrete and placing of new studs with a powder actuated tool . The studs must be placed properly to meet seismic requirements of the Uniform Building Codes. This is a labor intensive method requiring experienced personnel . After the carpet is laid, the shelving is reinstalled in the adjusted new location and the books will have to be placed in their proper order. Temporary removal of the shelving so that the new carpeting can be placed under it, while costly due to the labor involved, is necessary to prevent raveling of the new carpeting at the base of the shelving if it is only placed against the base. Not placing the new carpeting under the shelving would also restrict future flexibility in relocating the shelving in the future. Only one bidder, Tri-Co Floors bid per specifications. The other two bids excluded moving furniture and the book shelves. Tri-Co Floors bid also included a requirement that the Library be closed for two weeks for them to ensure completion of the installation prior to July 4. They propose to work weekends and 24 hours a day. The Library Director recommends closing the Library starting approximately June 15 for the two weeks as this is the only possible way that the project can be completed by July 4. The carpet is a special order being manufactured in Georgia and there is a distinct possibility that the carpet will not be received in sufficient time to complete installation by July 4. Staff therefore is recommending that if the carpeting is not received by at least June 9, that installation not be started. It would be best to delay closure of the Library and installation until after July 4. If the delay is necessary, the carpeting would still be installed in time for the 75th Diamond Anniversary Celebration. FISCAL IMPACT: Funds needed for the carpet are $161 ,434. Funds are provided for in account 600-6000-RS58 ($99,000) and 600-6000-CLSA6 ($67,000). WPC 0143U by t4 e City Council of Chula Vista, California - -- >/ Form No. F-229 12/73 CERTIFICATE OF CITY/DIRECTOR OF FINANCE Certification of Unappropriated Balance I HEREBY CERTIFY that the money required for the appropriation of funds for the purpose set forth in the attached resolution is available in the Treasury, or is anticipated to come into the Treasury, and is otherwise unappropriated. Amount $ Fund Purpose Bidder Director of Finance The City of Chula Vista Date By Certification of Unencumbered Balance I HEREBY CERTIFY that the indebtedness and obligation to be incurred by the contract or agreement authorized by the attached resolution can be incurred without the violation of any of the provisions of the Charter of the City of Chula Vista, or the Constitution or the laws of the State of California, that sufficient monies have been appropriated for the purpose of said contract, that sufficient monies to meet the obligations of the contract are actually in the Treasury, or are anticipated to come into the Treasury to the credit of the appropriation from which the same are to be drawn, and that said monies now actually in the Treasury, together with the monies anticipated to come into the Treasury, to the credit of said appropriation are otherwise unencumbered. 1) 97,500 Amount Not to Exceed $ 2) 67,000 Dx: gfAAlste c. Director of Finance The City of Chula Vista Date 5/06/86 By LIBRARY 1) 600 6000-RS58 Fund 2) 600 Dept./Activity 6000-CISA6 Purpose CONTRACT FOR NEW CARPET Bidder TRI-CO FLOORS 5_/I7 g‘g T p ,5 Certificate No. 49