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Home My WebLink About2008/04/22 Item 6 CITY COUNCIL AGENDA STATEMENT 4/22/08, Item b SUBMITTED BY: REVIEWED BY: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA ACCEPTING DONATED MATERIALS AND FUNDS FROM THE FRIENDS OF THE LIBRARY AND THE CHULA VISTA PUBLIC LIBRARY FOUNDATION, TRANSFERRING REMAINING FUNDS FROM LB139 TO LB140 FOR THE PURPOSE OF RE-CARPETING THE CHILDREN'S AREA OF THE CIVIC CENTER BRANCH LIBRARY AND AMENDING THE FY08 CIP PROGRAM DIRECTOR OF ENGINEE G AND GENERAL SERVICES (5( CITY MANAGER ASSISTANT CITY ~ 4/STHS VOTE: YES [8J NO D ITEM TITLE: SUMMARY The Friends of the Chula Vista Library and the Chula Vista Public Library Foundation are donating materials and funds to complete the re-carpeting of the Children's Room at the Civic Center Branch Library. ENVIRONMENTAL REVIEW The Environmental Review Coordinator has reviewed the proposed project for compliance with the California Environmental Quality Act (CEQA) and has determined that the activity is not a "Project" as defined under Section 15378 of the State CEQA Guidelines; therefore, pursuant to Section l5060(c) (3) of the State Guidelines the activity is not subject to CEQA. Thus, no environmental review is necessary. RECOMMENDATION Council adopt the resolution. BOARDS/COMMISSION RECOMMENDATION Not applicable. DISCUSSION The Friends of the Chula Vista Library and the Chula Vista Public Library Foundation have agreed to donate $10,500 each or $21,000 total towards the replacement of the carpet in the Children's Room to complete the entire flooring improvements in a Capital Improvement Project (LB139) at the Civic Center Library. Re-carpeting the Children's Room was originally to be included in LB139. However, this area was omitted from that project due to insufficient funds. 6-1 4/22/08, Item f.p Page 2 of 3 The balance of the flooring improvements, consisting of re-carpeting the entrance through the reference sections, was completed satisfactorily and accepted by the City in December of2007. Subsequently, City staff reviewed the informal bids received for the original contract which included a line item for the Children's Room re-carpeting. The summary of these bids is as follows: CONTRACTOR Village Carpets - El Cajon, CA Howard's Rug Company - San Diego Ca Coastal Flooring Inc. - Chula Vista, CA BID $ 22,075.00 $24,659.00 $26,479.00 The apparent lowest responsive bid by Village Carpets of $22,075 is below the project estimate of $25,000. The contractor's license has been verified and remains in good standing. After reviewing the informal bids and considering the generous donation, staff recommends transferring the remaining funds from LBl39 to LBl40 and award a contact contract to Village Carpets in the amount of $22,075. The Friends of the Chula Vista Library and the Chula Vista Public Library Foundation intend to purchase the material directly from Village Carpets so it can be ordered and available on site in time to be installed by Memorial weekend. So as not to disrupt the public activities within the library during normal business hours, the work will be completed during non-business hours. Wage Statement The funding for this project is the Residential Construction Tax Fund (RCT), thus prevailing wage is not required. DECISION MAKER CONFLICT Staff has reviewed the decision contemplated by this action and has determined that the decision concerns repairs, replacement, or maintenance of existing City facilities and, therefore, there is not a material financial effect of the decision on the property holdings of the City Council pursuant to California Code of Regulations sections I 8704.2(b)(2) and l8705.2(b)(I). FISCAL IMPACT There is no impact to the General Fund as there are sufficient remaining funds in the project and donations necessary for completion. At this time, staff is recommending amending the FY08 CIP Program, establishing a new Capital Improvement Project, LBl40 entitled Children's Area Carpeting at the Civic Center Library appropriating the donation funds and transferring the remaining balance in LBl39 to LB140. A breakdown of project costs is as follows: 6-2 4/22/08, Item~ Page 3 00 FUNDS REQUIRED FOR CONSTRUCTION TOTAL FUNDS REQUIRED FOR CONSTRUCT $22,075.00 2,207.50 2,523.50 $26,806.00 A. Contract Amount B. Contingencies (approx. 10% per Council policy) C. Stafftime FUNDS AVAILABLE FOR CONSTRUCTION Donated funds Transfer from LB139 to New ClP, LB140. TOTAL FUNDS AVAILABLE FOR CONSTRUCT $21,000.00 $5,806.00 $26, 806.00 ATTACHMENTS 1. Village Carpet Estimate Prepared by: Gordon Day, Building Project Manager, Engineering & General Services M:IGeneral ServiceslGS AdministrationlCouncil AgendaILB140 Childrens Area Carpeting at Civic Center Lib IChildren 's Room Re-Carpeting Al13.doc 6-3 ATTACHMENT I FFUF.NDS OF THE LIBRARY --CH[ILA VISTA CIVIC CENTER BRANC ----:350 F-;; I REE-r--- Vll.,LAGE CARPETS integrity l.serviu I Yl\lue Floorln~ERICA Alpine 1834 A'plr~ Blvd., Suite E, Alpin~. CA 91901 Phone 619.445.4352 I Fax 619.445.4155 Santee 235 Town Center Pkwy.. Suite L. Sante.e. CA 92071 Phone 619.562.HiS5l Fax 619.562.1256 EI Caj,," 1425 N. 1\'II~gnolia Aver'lLlCl, El Calicn, CA 92020 Phone 619 401.6472 I FII)t 619.401.6n9 Cant. Lie.. # 5958S9 o ~or"e'r'Date , I Telephone ,,'~:" '.' ': (~,."",,:it, - PO Number ~- -CG"&''lTSO' ---- 02f2f.108 --.---"- In"~~:'~ r.nlocLOescriptiof.l-- -Duanlitl'- _, ..P..rir:e 1="["'0.;0"--- I p.!ca~RD 921-a~2S PRIORITY 2 ~~ILDKEN5 LIa~Y , _.._-.JjP "::>;;>nof'l'=l!:' .,.n~~~~0l-1tNG; i __'_--s7'!'2--s-:--?a'rn~'i1t'f"4t~L~~1' ~::.:::S, :f2l:'~R t:'"\p~----Et--CZ;~E~S- __II -- ARS.1l,., :5: ,~ :':nL~~>-__-!~,_"M~p;;.~!,~LAA' E:l<-P"ESS -::--=-:~ i ,-= UPHOLSTERED CARP~T I~O~R COUNTERS ~~ BASE ~~TERIALS. PRIORIrY 2 TOTAL ~ $22,075.00 MATS~I.~ PAYME~rr DUS ~ ~$l7.892.B3, I ~u LlJ.;:,:::-UQ/f'J..l UJ: .ltl^..L'::',~J.~~;N-' \l~CESSA-~_a!llllllJ:l.G...,OL>:bRl1.E:r. - ~ _ i I I i _S_- -1 I -'- -1-- n1\lT" _..._---;;.:::: sr :.J~':'~rRJFi~ C"'~~~_,."TQ"'!Ul~01'f B~D i~~LUD~~: ~~u~~uw~ ~~~~~~&!~U~, ~~~U ~~np~~ T~$"'~TT~~~n~ ^9 ~~~QP~~ Rh~~ S.:XSE:, AtID SPZCIAt"TY r.v'\BOR UN!lSR cot."NTERS, BAL,ANCE DUE. UPON CON?LETION = $It, lS2 .1.7 .,...UU\l1< "!0I.LE9JLOiQQ.s..n!!J....Y.I.lILAGE: CA..~rE:r~L.PORnl~ ;_,MERICA.! ---'-' .----.--- Payment to be made as follows: The ClI~t..,mer agrees to pay \Image. Carpets and tn.~eriQrs III full withlfllO days from the date or billing. If net !:laid within 10 days, Interest thr.r~ol'l i:lt the rele of lB'l', cer annum (\'% ptt month) wlll ac:t1'Ue (rom tne dabe:.o1' billing untll paid. In the evtf'\1lt b~ome5 necessary to amploy counsel to enforce. c.olle.ction o(t.l'1!! b.,limce due, the wstometi:l/:lrp.!!S to p'Y,J",'tln\'l1d1l"'"~ ,-- 2:10PM- hU rpil!prl ills ;I\I!!f2l.!'~ tQjI~.1:~~li~.. All work I:CI be camplll!tad In:' WCIXltlal"lll.e rna.'1t\t'J 1I~ldln9 Ie aandiOrd practlco. Any al!'t/'tlti.::m 'Jt r.I<:'Iiatlet'l IrQ'" a~avt~g.d<J(\.~ inval\ll~ ,4l.I:1Sn1!!l1.w.<Q1 bt u:~~.~av~:titi~lI}flHI~~Sl'.tollroml! a/\ e:aa th;lrge av~ i%nd "tCIve the r".::tImat~. All a~riVM"~ cenUnge"t upon *,1I.es. ;y,:<:l<#Jlt$ (It :!r".u~'S btYl=l"J oc.~~!.@I. 1 O,QUO. 00 BOl3 GEORGE Service: 4,182.16 Mise Charges: 0.00 Sales Tax: 1,286.96 Est Del Date: 03/15108 INVOICE TOTAL: $22,075.00 Dale Delivered: Less Payment(s): 0.00 8ALAI~CE DUE: $22,075.00 Oate'JC~~ ~uthoriZ.cc1 slgn;at;ut" eD _C~~,J , ~ ;J~ :..........=::--.... Accepl,ance of Proposal _ The above: prlcesl spl!dflcationS and conditionS "J'e sot1!ilatrory nnd are hereby aceeptet!. You are: aut"Ol'b:ed to do the welt\( as 5ped/led. Payml!f\t will be: m.ade .as DUtlined aboye, Sh;lmll:LrC Note: This proposal may be wJl:hdrawn by us IftlOtacceptcd .....Ithln:. Sl9n~tlre 6-4 RESOLUTION NO. 2008- RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA ACCEPTING DONATED MATERlALS AND FUNDS FROM THE FRlENDS OF THE LIBRARY AND THE CHULA VISTA PUBLIC LIBRARY FOUNDATION, TRANSFERRlNG REMAINING FUNDS FROM LB 139 TO LBl40 FOR THE PURPOSE OF RE-CARPETING THE CHILDREN'S AREA OF THE CIVIC CENTER BRANCH LIBRARY AND AMENDING THE FY08 CIP PROGRAM WHEREAS, on November 13,2007, City Council awarded a contract to Village Carpets for flooring improvements at the Civic Center Branch Library; and WHEREAS, as a separate line item in the bids received, the option to re-carpet the "Children's Room" was included, but funds were not available to add it to the contract; and WHEREAS, the Friends of the Chula Vista Library and the Chula Vista Public Library Foundation have agreed to donate $10,500 each or $21,000 total towards the replacement of the carpet in the Children's Room to complete the entire project; and WHEREAS, specifications were prepared in-house and the three original contractors were invited to re-submit informal bids as follows: CONTRACTOR Village Carpets - El Cajon, CA Howard's Rug Company - San Diego Ca Coastal Flooring Inc. - Chula Vista, CA BID $ 22,075.00 $24,659.00 $26,479.00 and; WHEREAS, the apparent lowest bid by Village Carpets bid of $22,075 is below the project estimate of$25,000; and WHEREAS, after reviewing the low bid, staff recommends awarding a contract to Village Carpets in the amount of $22,075. NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Chula Vista accept donated materials and funds from the Friends of the Library and the Chula Vista Public Library Foundation. BE IT FURTHER RESOLVED that the City Council transfer remaining funds from LB 139 to LB 140 for the purpose of re-carpeting the children's area of the Civic Center Branch Library. H:\ENG1NEER\RESOS\Resos200B\04-22-08\Civic Clr Recarpel Reso-REVISED, 4-2Z-0S.dS _ 5 Resolution No. 2008- Page 2 BE IT FURTHER RESOLVED that the City Council amend the Fiscal Year 2008 CIP program. Presented by Approved as to form by Jack Griffin Director of Engineering and General Services ~1~\\\.~ , Ann Moore City Attorney H:\ENGlNEER\RESOS\Resos2008\04-22-08\Civic Or Recarpel Reso_REVISED, 4-22-08.dO _ 6