Report to Mayor and City Council
Tuesday, September 17, 2024
Consent
SUBJECT:
Title
CONSIDER AWARD OF A CONSTRUCTION CONTRACT TO ROD-WEST FLOOR COVERING LLC FOR PROJECT NO. 1787 - CITY HALL CARPET REPLACEMENT (CITY COUNCIL)
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I. SUMMARY
On March 19, 2024, the City Council authorized staff to record a “Notice of Exemption” for Project No. 1787 - City Hall Carpet Replacement and to advertise the project for construction bids. The Invitation for Bids (IFB 24-02) was advertised in the Our Weekly Publication, and through the PlanetBids portal from 8/01/2024 to 8/20/2024. Three bids were received and opened on August 20, 2024. It was determined that Rod-West Floor Covering LLC was the lowest responsive responsible bidder, with a total bid amount of $138,560.00, subject to Project Labor Agreement (PLA).
Staff requests that the City Council award a Construction Contract to the lowest responsive and responsible bidder, Rod-West Floor Covering LLC, in the amount not to exceed $138,560.00.
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. AWARD a Construction Contract for Project No. 1787: City Hall Carpet Replacement, in the amount of $138,560.00, to the lowest responsive and responsible bidder, Rod-West Floor Covering LLC.
2. AUTHORIZE the expenditure of construction contingencies in the amount of $13,856.00 (10%) for any unforeseen construction work that may be necessary to complete this project.
3. AUTHORIZE the Mayor to execute a Construction Contract with Rod-West Floor Covering LLC following approval as to form by the City Attorney.
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III. ALTERNATIVES
1. REJECT all bids.
2. TAKE another action the City Council deems appropriate consistent with the requirements of the law.
IV. BACKGROUND
Project No. 1787 - City Hall Carpet Replacement is listed in the City’s Capital Improvement Program and is programmed for FY 2024-25 funded by DIF Funds. The City Hall Carpet Replacement includes the removal and replacement of carpet and wall base throughout the entire second floor including council offices, lobby area, executive conference room, and two staircases - the main staircase going up to the second floor and the small staircase next to the city clerk’s office. The existing carpet in the elevator will be replaced with vinyl flooring. The work also includes resurfacing the concrete bands throughout the ground floor lobby and southwest hallway. The existing carpet and wall base at the main lobby area located at the ground floor will be removed and replaced as well, and the existing brick tiles around the carpet area will remain and will not be changed.
The carpet style and material were selected by the management and the wall base color and style were selected and approved by the City Manager’s office.
On August 1, 2024, the City released an Invitation for Bid (IFB 24-02) for Project No. 1787 - City Hall Carpet Replacement. The project was advertised for construction bids, and on August 20, 2024, three bids were received through PlanetBids and opened by the Purchasing Division at the City Clerk’s office. The bid results are as listed below:
Bidder Place of Business Bid Amount
1. Rod-West Floor Covering Santa Fe Springs, CA $138,560.00
2. Kal Best Contractors Rowland Heights, CA $149,166.50
3. Rhome Profile Construction Bellflower, CA $163,295.40
Staff reviewed all bids and, after evaluating the bid submitted by Rod-West Floor Covering, has found that their bid is responsive. On August 26th, 2024, the Engineering Division sent an email to the Purchasing Division to prepare a “Notice of Intent to Award” to Rod-West Floor Covering for review and approval.
Rod-West Floor Covering is a bona fide contractor licensed by the State of California. The bid bond, in the amount of 10% of the total bid, as supplied by the Ohio Casualty Insurance Company, is in order, and was submitted with the bid. The contractor’s references have been checked, and it has been verified that the contractor has completed similar projects in an acceptable manner.
The anticipated timeline for this project is as follows:
Award of Construction Contract: September, 2024
Agreement executed by the City: September, 2024
Start of construction: September, 2024
Completion of construction: November, 2024
The project may experience delays depending on material lead time, and staff may have to adjust the schedule accordingly.
Staff is requesting City Council to award a Construction Contract to Rod-West Floor Covering for a not-to-exceed amount of $138,560.00 and a 10% contingency of $13,856.00 for a total project cost of $152,416.00.
V. FISCAL IMPACT
None. The construction bid amount for this improvement project is $138,560.00 with a construction contingency in the amount of $13,856.00, representing 10% of the total construction bid. The total project cost including the 10% contingency is $152,416.00. The total cost of the project is allocated in the FY 24/25 budget utilizing Development Impact Fee (DIF) funds DIF account 289-80-820-904-8008.
VI. EXHIBITS
1. Project Location Map (Pg. 4)
2. Bid Register Summary (Pg. 5)
3. Contract Documents (Pg. 6-44)
Prepared by: Arlington Rodgers, Director of Public Works and Gilbert M. Marquez, P.E., City Engineer and Victor Lopez, Associate Civil Engineer