REPORT TO COUNCIL
SUBJECT
Title
Action on Agreement for On-Call Carpet and Flooring repair with Linoleum Sales Co., Inc. DBA Anderson Commercial Flooring
Report
BACKGROUND
The Department of Public Works (DPW) oversees maintenance and repairs for approximately 800,000 square feet of buildings throughout the City. In order to continue to provide services in a timely and efficient manner, DPW periodically uses various vendors to assist with the workload.
The scope of this Agreement (Attachment 1) provides on-call flooring repair and installation services for various projects within City buildings. These include buildings such as City Hall, the old Courthouse, Police Department, libraries, the Senior Center and others which have on-going projects that require flooring improvements, repairs, and replacements.
DISCUSSION
A Request for Proposal (RFP) process was utilized to solicit proposals for on-call carpet and flooring repair. The RFP was advertised October 2018 and two proposals were opened on October 31, 2018. A summary outlining the costs from each proposer is included in the Cost Comparison (Attachment 2). The qualifications of the proposers were evaluated by staff from the Building Maintenance Division of Public Works. Anderson Commercial Flooring was selected as the top ranked proposal for several reasons including past performance, qualified staffing, experience, and cost.
ENVIRONMENTAL REVIEW
The action being considered is exempt from the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15301 “Existing Facilities” as the activity consists of the restoration or rehabilitation of deteriorated or damaged structures, facilities, or mechanical equipment.
FISCAL IMPACT
The amount to be paid to Anderson Commercial Flooring for on-call services over the three-year term of this agreement may not exceed $300,000, which amount shall be subject to future budget appropriations. The estimated cost of services is based on an estimate of past years’ expenditures and projected needs. For the current fiscal year, these costs were included in the FY 2018/19 Budget in the capital budget (Repairs - Modifications to City Buildings), the Department of Public Works Operating Budget and was included in various department operating budgets.
COORDINATION
This report has been coordinated with the Finance Department and the City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Approve and authorize the City Manager to execute a three-year agreement that may not exceed $300,000, which amount shall be subject to future budget appropriations, for the Performance of Services with Linoleum Sales Co., Inc. DBA Anderson Commercial Flooring for on-call flooring repair and installation services;
2. Authorize the City Manager to make minor modifications to the agreement, if necessary; and
3. Authorize the City Manager to extend the term of the agreement with no increase in compensation in the event that the work is not completed by the Agreement end date.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Agreement with Linoleum Sales Co., Inc. DBA Anderson Commercial Flooring
2. Cost Comparison