AgdaPkt 2018-01-22 Joint SA PFA - Laserfiche WebLink

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6.1.A. - Page 1 REPORT To the Honorable Mayor and City Council From the City Manager January 22, 2018 SUBJECT Main Library Carpet Replacement RECOMMENDATION Approve and authorize by motion the City Manager to execute an agreement with On the Surface Flooring, Inc. of Hayward, California in the amount of $173,800 to replace the carpet in the Main Library BACKGROUND The carpet at the Redwood City Main Library needs to be replaced. The existing carpet was installed in the year 2000; in 2010, minor repairs were completed. Due to heavy foot traffic, the existing carpet is showing extreme wear in many areas. The replacement of the heavily used and well-worn carpeting will provide a safer and more pleasing environment for library patrons and staff. ANALYSIS The Public Works Services (PWS) Department manages the carpet replacements in City facilities. Industry standards set the average useful life of carpet at 7 to 8 years depending on use. The carpet in the Main Library is approximately 17 years old and is well past its useful life. PWS plans to replace the existing carpet with carpet tiles that can be removed and replaced in a more cost effective fashion than conventional roll carpet. The project area for carpet replacement is approximately 23,000 square feet. The work will occur during normal hours of operation for the Downtown Main Library facility. Work in the public areas of the Library will be performed one location at a time and will be coordinated with Library staff to reduce the impact on Library patrons and programming. Work in administrative areas will occur during weekend Library hours to minimize the impact on administrative staff. PWS released a Request for Proposals on October 20, 2017. Bids were due on November 15, 2017. Two proposals were received by the due date, and two proposals were received after the due date. The lowest proposal, from On the Surface Flooring, Inc. in the amount of $173,800, was selected based upon price and positive past experience with On the Surface Flooring, Inc. Below is a summary of proposals.