DEPARTMENT: Transportation and Capital Improvements
DEPARTMENT HEAD: Mike Frisbie
COUNCIL DISTRICTS IMPACTED: Council District 1
SUBJECT:
Contract Award: Central Library Carpet Replacement
SUMMARY:
An ordinance accepting the lowest responsive bid and awarding a construction contract to remove and to replace floor carpeting on floors 2, 5, and 6 of the Central Library as part of the 2012-2017 General Obligation Bond funded Central Library Project, in the amount of $308,147.00, payable to Gomez Floor Covering, located in Council District 1.
BACKGROUND INFORMATION:
Project Background
On May 12, 2012, San Antonio voters approved the 2012-2017 Bond Program, consisting of five propositions totaling $596 Million. The Bond Program funds will be used on various capital improvement projects to address community infrastructure needs and improve the overall quality of life in San Antonio. As part of the Library, Museum and Cultural Arts Improvements Program, funds in the total amount of $4,000,000.00 was approved for renovations, repairs, upgrades and space reconfiguration at the Central Library facility located in Council District 1. The improvements identified for the library have been divided into smaller projects to decrease the amount of interruptions to the Library patrons, staff, and administration. Approximately 10 individual projects have been planned to complete all improvements, for a total amount of $4,000,000.00. To date 4 of the 10 projects have been completed for a total construction amount spent of approximately $335,000.00.
The Central Library has a total of six (6) floors, three (3) will have the carpet replace as part of this project. The improvements for these three (3) floors, 2, 5, and 6, will consist of carpet removal and replacement. The total square footage of carpet being replaced is 58,000 square feet. The carpet on the 1st floor has been replaced previously by another non-bond project. The 3rd floor's carpet will also be replaced by another project that is currently in designed phase and funded by this bond program. At this time, the project description has not included the replacement of the 4th floor's carpet. The 4th floor houses administrative staff only. All carpet removal and replacement will be done without disrupting the daily activities on the floors indicated above. The contractor will be using a hydraulic lift (equipment used to raise large items) to move the furniture and shelving around the room during the removal and replacement of the carpet. As a result of the efforts to maintain access to the area accessible to the library patrons and staff, the time frame for this project is approximately four months. Project construction is anticipated to begin late June 2014 and estimated to be completed by September 2014.
All selections of the color, type and carpet grade have been made by the architect consultant, Marmon Mok, and approved by the Library Facilities Committee and the Library Board of Trustees. The carpet has a 15 year warranty period for wear and tear and a 10 year stain warranty period. The workmanship warranty is for a period of two (2) years.
Procurement of Services
This project was advertised for construction bids in the San Antonio Hart Beat, on the City's website and the Texas Electronic State Business Daily in October, 2013. In addition, the bid announcement was made on TVSA and through the Small Business Economic Development Advocacy (SBEDA) Office. Plans were also available for review by potential bidders at the Plans and Records room located on the 8th Floor of the Municipal Plaza Building, 114 W. Commerce. Bids for this project were opened on May 6, 2014, and three (3) bidders responded. Of these, Gomez Floor Covering submitted the lowest responsive bid. A matrix of the bid outcome is included herein as an attachment.
This contract is within the scope of the SBEDA Program. However, due to a lack of available firms and/or subcontracting opportunities, the Goal Setting Committee was unable to apply a SBEDA tool to this contract. Gomez Floor Covering, Inc. is a certified small minority owned business.
This construction contract was developed utilizing the low bid process; therefore, a Discretionary Contracts Disclosure Form is not required.
ISSUE:
This ordinance accepts the lowest responsive bid and awards a construction contract in the amount of $308,147.00, authorized payable to Gomez Floor Covering, to provide new carpeting for the Central Library (floors 2, 5 and 6) as part of the 2012 - 2017 General Obligation Bond funded Central Library Project, located in Council District 1.
This contract will include the removal of the existing carpet and the installation of new carpet on floors 2, 5, and 6 of the Central Library. The total square footage of carpet being replaced is 58,000 square feet. The contractor will be using a hydraulic lift (equipment used to raise large items) to move the furniture and shelving around the room while the carpet is being removed and replaced. Project construction is anticipated to begin late June 2014 and estimated to be completed by September 2014.
Approval of this ordinance will be a continuation of City Council policy to complete previously approved 2012-2017 General Obligation Bond funded projects.
ALTERNATIVES:
As an alternative, City Council could choose not to award this contract and require staff to re-advertise this project. Considering the additional time required for another solicitation process, this would adversely affect the timely completion of the Project.
FISCAL IMPACT:
This is a one-time capital improvement expenditure in the amount of $308,147.00 authorized payable to Gomez Floor Covering. Funds are available from previously authorized 2012 - 2017 General Obligation Bond funds and are included in the FY 2014-2019 Capital Improvement Program Budget.
RECOMMENDATION:
Staff recommends approval of this ordinance accepting the lower responsive bid and awarding a construction contract in the amount of $308,147.00, authorized payable to Gomez Floor Covering, for carpet replacement on floors 2, 5 and 6 of the Central Library.