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Home My WebLink AboutE-10 Staff Report - West Wing FlooringCONSENT ITEM E-10 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL VIA: SERGIO GONZALEZ, CITY MANAGER FROM: TALIKA M. JOHNSON, DIRECTOR OF ADMINISTRATIVE SERVICES DATE: AUGUST 21, 2023 SUBJECT: AWARD OF CONTRAT TO SHAW INTEGRATED SOLUTIONS FOR WEST WING FLOORING REPLACEMENT AND D&R OFFICE WORKS FOR OFFICE PANEL REMOVAL DURING REPLACEMENT BACKGROUND: The City of Azusa’s West Wing building is home to seven (7) City Divisions; Human Resources, Information Technology, Planning, Building, Economic Development, Housing and Community Improvement. On June 15, 2020 City Council approved a contract for the remodel of the West Wing building. During this time new flooring was installed which has proved to be inadequate for the traffic this building receives. Subsequently due to the wear and tear of the flooring, the floor has become unsafe to patrons who visit the building as well as City staff. The flooring in the West Wing of City Hall has become a safety hazard with peeling and lifting in several areas. This action approves the purchase and installation of new flooring for the West Wing building with Shaw Integrated Solutions. This action also approves a contract with D&R Office Works for the removal of office panels and furniture prior to flooring installation and re-installation after flooring has been completed. RECOMMENDATIONS: Staff recommends that the City Council take the following actions: 1) Waive purchasing procedures as authorized under Azusa Municipal Code Section 2-521 – Cooperative, piggyback and multiple bid purchasing with other agencies and approve the Approved City Council August 21, 2023 City Hall West Wing Flooring and Furniture Removal August 21, 2023 Page 2 purchase and installation of flooring in an amount not-to-exceed of $221,947.23, plus an allowance of $22,194.72 for potential change orders; 2) Waive purchasing procedures as authorized under Azusa Municipal Code Section 2-520 – Sole Source Purchases and approve a Purchase Order to D&R Office Works in a not-to- exceed amount of $17,900; and 3) Authorize staff to prepare a Fiscal Year 2023/24 budget amendment from Capital and Infrastructure Replacement Reserves to 46-80-000-651-7125/65123B-7125 – City Hall Upgrade Phase 3 capital improvement project up to $162,042. ANALYSIS: Flooring: The flooring in the West Wing building has become a safety concern. Therefore, it is essential to have it replaced to avoid any injury to patrons or staff. The replacement flooring is of a higher commercial grade which is more adequate for the high traffic in the West Wing building. The City’s purchasing procedures allow for the purchase and installation of new flooring using the cooperative agreement provision within the municipal code. Shaw Integrated Solutions has provided the City with a Cooperative agreement through Sourcewell, and as a result the City can achieve the benefits of competitive bid without the costs of standard procurement. Panel and Furniture Removal and Installation: Replacement of the flooring will require coordination with City Staff to temporarily relocate all divisions within the West Wing while the flooring is installed. Additionally, it will require staff to remove all items including furniture, fixtures and cubical panels during the installation of the flooring. D&R Office Works provided and installed the existing panels in West Wing. Using D&R Office Works to facilitate this move will insure that the original installer accounts for all items. In addition, using D&R Office Works will keep the current warranty of the cubical panels and office furniture parts in place in case of any damage. Staff proposes to add this project to the existing City Hall Upgrade Phase 3 capital improvement project which commenced in Fiscal Year 2022/23. FISCAL IMPACT: The recommended actions award contracts to Shaw Integrate Solutions in an amount not-to-exceed $221,947.23, plus an allowance of $22,194.72, and to D&R Office Works in a not-to-exceed amount of $17,900, for an all-in not-to-exceed cost of $262,041.95. Budget savings of $100,000 is available under Capital and Infrastructure Replacement Reserves 46-80-000-651-7125/65123B- 7125 – City Hall Upgrade Phase 3 project. Upon council approval, staff will prepare a budget City Hall West Wing Flooring and Furniture Removal August 21, 2023 Page 3 amendment in the same Capital and Infrastructure Reserve capital improvement account and increase the Phase 3 project budget up to $162,042 for the balance of the project. Prepared by: Reviewed and Approved by: Adriana Garcia Talika M. Johnson Purchasing Agent Director of Administrative Services Reviewed and Approved by: Sergio Gonzalez City Manager Attachments: 1) Shaw Integrated Solutions Sourcewell Quote 2) D&R Office Works, Inc. Quote Fax:( ) - ( ) -Phone: Mail Drop 999 P.O. Box 748552 Atlanta, GA 30384-8552 DateProposal Submitted To Attention Phone Fax City of Azusa Shane Thompson Proposal Name Job Name Job # City of Azusa - Option 3 Street Job Street Proposal ID We hereby submit specifications and estimates for: City, State and Zip Job City, State and Zip Customer PO Azusa, CA 91702 Azusa, CA 91702--251 213 East Foothill Blvd Add #Date of Plans Sourcewell Architect Customer Job # None 213 E Foothill Blvd City of Azusa - Option 3 165587 07/17/23 186932 None ( ) -( ) - Extended Price Unit PriceColorItem Description Qty UOM $56,980.89$6.52TBS/To Be SelectedPhilosopher's Tree Luxury Vinyl Plank 9" x 63" 20 mil 8,739.40 SF $1,951.74$108.43TBS/To Be SelectedRubber Cove Stick Base 4"18.00 Carton $282.00$28.20Cove Base Adhesive 1 Gallon 10.00 Each $2,563.99$197.23LokWorx+ Resilient Adhesive 4 Gallon 13.00 Each $1,159.00$61.009050 Floor Primer 4 Gallon 19.00 Each $1,320.00$16.50Advanced Skim Coat+ 10 lb Bag 80.00 Each $24,793.20$2.84Open Market - Hard Scrape of existing adhesive 8,730.00 SF $28,125.00$28,125.00Open Market - Moving of filing cabinets, all office furniture and personal items/boxes 1.00 Each $19,031.40$2.18LVT/VCT Demo 8,730.00 SF $10,706.08$95.59Floor Prep 112.00 Hour $3,200.00$200.00Moisture Testing 16.00 Each $47,491.20$5.44LVT Install 8,730.00 SF $7,227.60$3.17Install Base 2,280.00 LF $6,000.00$125.00Hourly Rates for Services Not Listed 48.00 Hour $6,769.70$6,769.70Reimbursement of taxes imposed on the contractor. The contract price does not include any contingency for such tax. 1.00 Each $4,345.43$4,345.43Freight - Pricing Good for 30 Days 1.00 Each $221,947.23Base Bid Total: Proposal Inclusions and Exclusions: 1.Sourcewell Contract# 080819-SII 2. Local Contact: Oscar Ravelo Installer: Eagle Flooring 3.Material title and risk of loss passes to the purchaser at the time of material delivery to the job site. 4. Proposal does not include removal of any materials containing asbestos. 5.Extensive floor prep is not included in the price but may be necessary due to unforeseen conditions of the sub-floor. This work may include, but is not limited to, leveling or grinding, encapsulation or sealing, or extensive scraping of the sub-floor. Should extensive floor prep be required, you will be notified and a price estimate for the completion of the additional work will be prepared. 6.Price includes work as specifically stated in the above description for the quantities stated. Any circumstances that require additional labor will be handled through the change order process. 7.Extensive floor prep is not included in the price but may be necessary due to unforeseen conditions of the sub-floor. This work may include, but is not limited to, leveling or grinding, encapsulation or sealing, or extensive scraping of the sub-floor. Should extensive floor prep be required, you will be notified and a price estimate for the completion of the additional work will be prepared. 8. Exclusions: attic stock, major floor prep, furniture moving unless specified in proposal, disconnecting and moving of computers and electronic equipment, vacuuming and protection of finished products, and any plumbing work (removal of commodes, etc).. 9. Price is based on a consecutive installation period without delays and is based on the customer allowing installation crews access to work a minimum of 8 consecutive hours a day until completion. Delays other than "acts of God" will result in charges for down-time. Page 1 of 2 Attachment 1 Fax:( ) - ( ) -Phone: Mail Drop 999 P.O. Box 748552 Atlanta, GA 30384-8552 Proposal ID: 186932 Proposal Inclusions and Exclusions: 10.SITS License Numbers: AL 57717, AK 198637, AZ ROC340172, AR 425700423, CA 1104309, CT MCO.0904495, DE 2022707978, GA GCCO007817, ID 02790, IA C143575, LA 73789, MN IR793001, MS 24811-SC, MT 265535, NE 25084-22, NM 409483/28744860162022, NV 90225, NC 87924, ND 46612, OR 240563, RI GC-33871, SC 124179, TN 77794, UT 12846822-5501, VA 2705183154, WA SHAWITT789M2, WV WV061877 11.Please fax your Purchase Order to Shaw Integrated Solutions at fax # 706-428-3293 to initiate the order process. A purchase order is required before materials can be shipped. 12.***THIS QUOTE DOES NOT INCLUDE FLOOR PREP.....FLOOR PREP WILL BE ADDED TO THE QUOTE*** Shelli Warren $221,947.23 We PROPOSE to perform the work complete in accordance with the specifications and as described above for the SUM of: Signature: Conditions of Proposal: Shelli Warren Email: shelli.warren@shawinc.com 1.This Proposal may be withdrawn, if not accepted, within 30 days of its issuance. Shaw Industries Group, Inc. will consider reasonable requests to engage in negotiations for revisions to this Proposal, including signing a subcontract that includes the terms of this Proposal. A proposal not accepted within 30 days will be subject to price escalation of materials, labor, freight and fuel costs. 2.This proposal is subject to credit review and approval. Payment terms are net 30 days. A convenience fee of 2.5% will be added if paying via credit card. Past due invoices are subject to service charges of 1.5% per month (18% per annum). In the case of any default, Customer shall pay Shaw Industries Group, Inc.'s reasonable attorney fees and costs, including those on any appeal, even if no suit or action is filed. 3.All work shall be performed in a workmanlike manner according to industry standards. Areas to receive flooring shall be free and clear of debris. Any changes to the work shall be performed only after execution of a written change order. 4.Prior to commencement of Shaw Industries Group, Inc.'s work: (a) Customer shall test all concrete sub floors receiving flooring for vapor emission levels and alkalinity per manufacturers' recommendations utilizing ASTM F2170 and provide written results to Shaw Industries Group, Inc., including a list of any sealers applied to the concrete sub floor; (b) If Customer does not provide such reports at least 10 days prior to commencement of Shaw Industries Group, Inc.'s work, then Customer shall provide Shaw Industries Group, Inc. with access to all concrete sub floors for appropriate testing and Customer shall be responsible for the costs of such testing; and (c) Any concrete sub floors not meeting manufacturers' requirements for installation will require correction or the execution of a separate waiver agreement. 5.All work is contingent upon strikes, accidents or delays beyond Shaw Industries Group, Inc.'s control. Customer shall carry insurance for all hazards, including fire. Shaw Industries Group, Inc.'s workers are fully covered by Worker's Compensation and Liability Insurance. 6.Customer represents and warrants that: (a) the project site contains no hazardous or other dangerous substances, either exposed or concealed; or (b) Customer has given written notice to Shaw Industries Group, Inc. of all such substances and their location(s). To the fullest extent permitted by law, Customer shall indemnify, defend and hold Shaw Industries Group, Inc. harmless from any damage, claim, loss, expense and attorney fees related to Shaw Industries Group, Inc.'s liability, if any, including any federal or state statute related to hazardous or other dangerous substances. 7.Shaw Industries Group, Inc. is fully licensed, bonded, and insured. This proposal does not include participation in any OCIP/CCIP or related programs. Requests for Shaw Industries Group, Inc. to participate in such programs may result in additional costs. Page 2 of 2 ACCEPTANCE OF PROPOSAL: The above prices, specifications, and conditions are satisfactory and are hereby ACCEPTED. City of Azusa Signed:Customer:Date: You are authorized to do the work as specified. Sold To:Ship To: CITY OF AZUSA SHAN THOMPSON 626-255-2982 213 E. FOOTHILL BLVD WEST WING AZUSA, CA 91702 CITY OF AZUSA ATTN: ACCOUNTS PAYABLE P.O. BOX 1395 AZUSA, CA 91702-1395 Page:1 Order Number: Order Date: Salesperson: Customer Number 0092169 6/19/2023 BJ 0015890 Quote Customer P.O.Ship VIA D&R F.O.B. Terms NET 30 DAYS Item Number Price Amount ShippedOrdered /LABOR 17,600.00 TAKE DOWN, MOVE TO ON-SITE STORAGE AREA PANEL ONLY - NO FREESTANDING FURNITURE! MOVE BACK AND INSTALL PANELS ONLY FOR THE FOLLOWING AREAS: HR, IT, ECD MAIN ROOM, ECD NORTH ROOM Net Order:17,600.00 S&H 0.00 Sales Tax:0.00 17,600.00Order Total: Attachment 2