HomeMy WebLinkAboutItem 4.08 Award of Bid 97-13 (2) CITY CLER
File # ~--~-~-~[--~-~-~
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: December 16, 1997
SUBJECT:
Award of Bid - Shannon Community Center Floor Replacement
Project, Contract 97-13. Report by: Diane Lowart, Parks &
Community Services Director
EXHIBITS ATTACHED:
A. Resolution of Award
B. Budget Change Form
RECOMMENDATION:
1) Adopt resolution awarding contrfict in the amount of $17,917 to
Flooring Solutions
2) Approve Budget Change Form in the mount of $4,849
3) Authorize Mayor to execute agreement
FINANCIAL STATEMENT:
Base Bid $10,965
Additive Alternate # 1 $ 2,519
Additive Alternate #2 $ 2,850
Additive Alternate #3
TOTAL ~ $17,917 $14,860
The base bid and alternates plus a 10% contingency is $19,709
which exceeds the funds budgeted for the improvements by $4,849.
In order to award the bid, an additional appropriation in this amount
from the Budgeted Contingent General Fund Reserve is required.
DESCRIPTION: Funds have been included in the Fiscal Year 1997-98 Budget for the
replacement of flooring at the Shannon Community Center. The proposed project consists of removal and
replacement of vinyl tile flooring in the entry areas, hallways, stairway and Preschool Room; removal and
replacement of vinyl sheet flooring in the kitchen; removal and replacement of carpeting in the Preschool
Room; and refinishing of the hardwood floor in the East Room.
The bid specifications identified a base bid which included replacement of vinyl tile in the upper level
entry area and hallway, lower level hallway and staircase and Preschool Room. In addition, three additive
alternates were identified: Additive Alternate #1 was for vinyl sheet flooring in the kitchen; Additive
Alternate #2 was for refinishing of the hardwood floor in the East Room; and Additive Alternate #3 was
for carpeting in the Preschool Room.
G:\parks~scfloor\ccawdflr. doc
COPIES TO: Bidders
ITEM NO.
The City received two bids for the project which are summarized below.
FLOORING SOLUTIONS:
CALIFORNIA CUSTOM CARPET:
Base Bid:
Additive Altemate# 1
Additive Alternate #2
Additive Alternate #3
$10,965.00 $14,500.00
2,519.00 1,790.00
2,850.00 3,015.00
1.583.00 1,780.00
TOTAL BID:
$17.917.00
The low bidder was Flooring Solutions with a base bid of $10,965 and additive alternates totaling $6,952.
The total bid amount including the alternates is $17,917. Staff recommends including a 10% contingency,
which brings the total funds needed to $19,708. The total budgeted for the project is $14,860 which
would result in a funding shortfall in the amount of $4,849 if the base bid and alternates were approved.
Approximately two years ago, a portion of the tile flooring and carpeting at the Shannon Community
Center were replaced. The remaining areas of flooring in the facility are now in poor condition and are in
need of replacement. Staff recommends that the contract be awarded for the base bid including all
additive alternates.
Staff has reviewed the low bidder's proposal and checked with references, and recommends that the City
Council adopt the resolution awarding Contract 97-13 to Flooring Solutions. Further, it is recommended
that the City Council approve the Budget Change Form attached in Exhibit B which will provide for an
additional appropriation from the Budgeted Contingent General Fund Reserve in the amount of $4,849.
RESOLUTION NO. - 97
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
AWARDING CONTRACT NO. 97-13
SHANNON COMMUNITY CENTER FLOOR REPLACEMENT PROJECT
TO FLOORING SOLUTIONS
WHEREAS, the City of Dublin did, on December 9, 1997, publicly open, examine, and declare ail
seaied bids for doing the work described in the approved Specifications for Contract No. 97-13, which
Specifications are hereby expressly referred to for a description of said work and for all particulars relative
to the proceedings under the request for bids; and
WHEREAS, said bids were submitted to the City Engineer, who has reviewed the bids to
determine the lowest bid which was responsive to the requirements of the bid documents; and
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby
award Contract No. 97-13 to the lowest responsible bidder therefor, to wit, Flooring Solutions, at a base
bid of Ten Thousand, Nine Hundred, Sixty Five Dollars and no cents ($10,965.00), and additive
alternates totaling Six Thousand, Nine Hundred, Fifty Two Dollars and no cents ($6,952.00), the
particulars of which bid are on file in the office of the City Engineer.
PASSED, APPROVED, AND ADOPTED this 16th day of December, 1997.
AYES:
NOES:
ABSENt:
ABSTAIN:
Mayor
ATTEST:
City Clerk
CITY OF DUBLIN
BUDGET CHANGE FORM
CHANGE FORM #
New Appropriations (City Council Approval Required):
From Unappropriated Reserves
From New Revenues
Required)
Budget Transfers:
_~ From Budgeted Contingent Reserve (1080-799.000)
Within Same Department Activity
Between Departments (City Council Approval
Other
Name: Name: Improvements Not Buildings $4,849
Account #: 001-9547-750-050
Account #:
Name: Name:
Account #: Account #:
Name: Name:
Account #: Account #:
Name: Name:
Account #: Account #:
Name: Name:
Account #: Account #:
REASON FOR BUDGET CHANGE ENTRY: The bids for the Shannon Community Center Floor
Replacement Project exceeded the budget by $4,849. Consequently it is necessary to appropriate additional
funds in order to award the contract for the project.
City Manager: Date:
Signature
Mayor: Date:
Signature
Posted By: Date:
Signature