HomeMy WebLinkAboutSR - C26480 - Carpet Rplcmnt @ DW ClubhouseCITY OF PALM DESERT
STAFF REPORT
REQUEST: AUTHORIZE STAFF TO NEGOTIATE WITH TOP -RANKED
CONTRACTOR, IN AN AMOUNT NOT -TO -EXCEED $120,000 FOR
THE REPLACEMENT OF CARPET AT THE DESERT WILLOW
CLUBHOUSE
SUBMITTED BY: MISSY WIGHTMAN, PROJECT COORDINATOR
CONTRACTOR: SMITH FLOORS & INSTALLATIONS
14417 MERIDIAN PARKWAY, BUILDING 6
RIVERSIDE, CA 92518
DATE: JULY 12, 2007
Recommendation:
By Minute Motion, that the City Council:
1) Authorize staff to negotiate with the top -ranked contractor, Smith
Flooring & Installations, to secure contractual requirements for the
replacement of carpet at the Desert Willow Clubhouse in an amount
not -to -exceed $120,000;
2) Authorize Chairman to execute all necessary documents to facilitate
the negotiated contract;
3) Authorize the Finance Director to set aside 10% contingency (use of
contingency requires additional action); and
4) Authorize the appropriation of $57,000 to Account No. 241-4195-495-
8092.
Committed funds in the amount of $75,000 are available in 2007/2008
Capital Budget Account No. 241-4195-495-8092.
Executive Summary:
Approval of this request will allow staff to negotiate with Smith Flooring & Installations to
remove and replace carpet at the Desert Willow Clubhouse.
Staff Report
Authorize Award of Contract No. C-26480 to Smith Flooring & Installations for the
Replacement of Carpet at the Desert Willow Clubhouse
Page 2 of 2
July 12, 2007
Discussion:
In May 2007, staff received authorization from the City Council to go out for bid on the
Desert Willow Carpet Replacement project. Staff conducted a public bidding period from
June 15 through June 29, 2007. Two companies picked up bid packages, but norbids were
received on the day of bid opening. In follow up with the two contractors, it became
apparent that pricing had been completed, but both were unable to get their paperwork in
order to submit bids on the bid date. Although the bid date had passed, staff asked these
contractors to submit their completed pricing proposals. Staff believes both of these
contractors are competent in their workmanship and can complete the job successfully.
The two proposals received were competitively priced with Smith Flooring & Installations
submitting the lower price. Staff would like to review the package submitted to verify
accuracy and receive authorization to negotiate with the top -ranked contractor within the
budgeted amount.
Smith Flooring & Installations is a qualified contractor that has the appropriate licenses and
insurance to complete this job successfully. Their workmanship is exceptional and can be
seen in the conference room remodels, Conference Rooms 105,115, and 119 in the Park
View building, and the Catalina/Pueblos Community Room.
Staff recommends negotiating with the top -ranked contractor for the replacement of carpet
at the Desert Willow Clubhouse as required to complete this project.
Submitted by:
Missy 1(Vfnan
Project Coordinator
Department Head:
David Yrigo
Director oedevelopment/Housing
Approval:
Carlos L. Orfea, Executive Director
Division
artin Alvarez'
Redevelopment Manager
Approval::
McCarthy
Redevelopm_
psi_
Paul S. ipsoroct4F-en.Finance
G '%rda'Me!ssa MghtmamDesert W,tiow Carpe'Staff Reoo'!- Award Contract Smith doc
REGULAR PALM DESERT CITY COUNCIL MEETING JULY 12, 2007
XVI. OLD BUSINESS
D. REQUEST FOR AUTHORIZATION TO NEGOTIATE WITH
TOP RANKED CONTRACTOR FOR REPLACEMENT OF CARPET AT
THE DESERT WILLOW GOLF RESORT CLUBHOUSE (CONTRACT
NO. C26480).
CITY COUNCIL TION:
APPROVED ✓ DENIED,
RECEIVED OTHER
MEETING DATE
AYES: NOES: 1 cirri &Elti/
b
ABSENT: PK_
ABSTAIN: A Or)
VERIFIED BY:
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