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Home My WebLink AboutE-5 Staff Report - City Yard Flooring CONSENT ITEM E-5 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL VIA: SERGIO GONZALEZ, CITY MANAGER FROM: ROBERT DELGADILLO, P.E., DIRECTOR OF PUBLIC WORKS/ CITY ENGINEER DATE: MARCH 4, 2024 SUBJECT: AWARD OF CONTRACT TO SHAW INTEGRATED SOLUTIONS FOR CITY YARD FLOORING REPLACEMENT BACKGROUND: The City of Azusa’s Public Works Yard Administrative building is home to the Streets and Parks Maintenance Divisions of the Public Works Department. Due to the wear and tear of the City Yard flooring, the floor needs being replaced. This action approves the purchase and installation of new flooring for the City Yard building with Shaw Integrated Solutions. RECOMMENDATION: Staff recommends the City Council take the following action: 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 purchase and installation of flooring in an amount not-to-exceed of $80,071.35, plus an allowance of $8,007.13 for potential change orders. ANALYSIS: The flooring in the City’s Public Works’ Yard Administrative building needs being replaced. The new flooring is of a higher commercial grade which is adequate for the expected use of each space. 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. Approved City Council March 4, 2024 City Yard Flooring Replacement March 4, 2024 Page 2 FISCAL IMPACT: The recommended actions award contracts to Shaw Integrated Solutions in an amount not-to-exceed $80,071.35, plus an allowance of $8,007.13. Funds for this project are available in the current FY 2023- 24 Parks and Facilities General Fund operating budgets. Upon approval, funds will be transferred from operations account numbers 10-55-420-000-6493 ($40,036) and 10-55-666-000-6493 ($40,036) to CIP account number 10-80-000-420-7125/42024A-7125. Prepared by: Reviewed by: Natalie Reagan Robert Delgadillo, P.E. Management Analyst Director of Public Works/ City Engineer Reviewed and Approved by: Sergio Gonzalez City Manager Attachment: 1. Shaw Integrated Solutions Sourcewell City Yard Quote Fax:( ) - ( ) -Phone: Mail Drop 999 P.O. Box 748552 Atlanta, GA 30384-8552 DateProposal Submitted To Attention Phone Fax City of Azusa Shan Thompson Proposal Name Job Name Job # City Yard Park Rec 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--232 PO Box 1395 Add #Date of Plans Sourcewell Architect Customer Job # None 809 N Angeleno Ave City Yard Park Rec 172756 02/15/24 195248 None ( ) -( ) - Extended Price Unit PriceColorItem Description Qty UOM $20,636.32$6.52TBS/To Be SelectedShaw Philadelphia Luxury Vinyl Philosopher's Tree Luxury Vinyl Plank 9" x 63" 20 mil 3,165.08 SF $1,084.30$108.4300064/JavaRubber Roll Cove Base with Toe Roll 6"10.00 Carton $225.60$28.20Cove Base Adhesive 1 Gallon 8.00 Each $1,396.72$174.5900001/000012 GAL LV ADH SOUND&MSTURE,175-225 SF/GA 8.00 Each $1,320.00$16.5000001/10 LB BagAdvance Floor Patch/Skim Coat 10LB Bag 80.00 Each $982.80$5.46Open Market - Moving Boxes 180.00 Each $2,047.50$6.30Carpet Removal 325.00 SY $10,902.00$3.45Open Market - Bead Blast 3,160.00 SF $523.20$2.18LVT/VCT Demo 240.00 SF $800.00$200.00Moisture Testing 4.00 Each $17,190.40$5.44LVT Install 3,160.00 SF $6,351.60$2.01Open Market - Wet Set installation of LVT 3,160.00 SF $2,853.00$3.17Install Base 900.00 LF $7,250.00$125.00Hourly Rates for Services Not Listed 58.00 Hour $1,897.50$1.15Open Market - Generator 1,650.00 Each $2,598.31$2,598.31Reimbursement of taxes imposed on the contractor. The contract price does not include any contingency for such tax. 1.00 Each $2,012.10$2,012.10Freight - Pricing Good for 30 Days 1.00 Each $80,071.35Base 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).. Page 1 of 2 Attachment 1 Fax:( ) - ( ) -Phone: Mail Drop 999 P.O. Box 748552 Atlanta, GA 30384-8552 Proposal ID: 195248 Proposal Inclusions and Exclusions: 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. 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 Furniture Moving.....IF FURNITURE MOVING IS NEDDED THERE WILL BE ADDITIONAL CHARGE ADDED TO QUOTE*** Shelli Warren $80,071.35 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.