HomeMy WebLinkAbout16-Facilities Management
" <;I1\Y;'OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
'From: James Sharer, Director Subject:
Resolution authorizing execution of a contract with
Lawrence W. Rosine Co. for the installation of a
gymnasium floor at the San Bernardino Boys' and Girls'
Club in the amount of$53,900.00.
Dept:
Facilities Management
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Date: December 3, 2001
Synopsis of Previous Council Action:
07/09/0 I Rejected a request authorizing execution of a contract with Donald M. Hoover Company for the
installation of a gymnasium floor at the San Bernardino Boys' and Girls' Club in an amount of
$51,000.00 due to the venue in the event of a legal dispute.
Recommended Motion:
1. Adopt Resolution.
2. Authorize the Director of Finance to amend the FY 01-02 Facilities Management budget to increase the
expenditure account number 001-325-5505 by $50,000 and iocrease the corresponding revenue account
number 001-000-4651 by $50,000 to reflect reimbursement to be received from the County of San
Bernardino.
Contact person:
James Sharer
Supporting data attached:
Staff Report, Resolution, Bid
Sheet
Ward(s): 6
FUNDING REQUIREMENTS:
Amount: $58,900.00
001-325-5505
Source:: County CDBG Funds:
$50,000.00 for contract costs
Facilities Management:
$3,900.00 for contract costs
$5,000.00 for contingencies ~
'~df:;h6~ 11~
Director of Finance
Council Notes:
\ZtO,O "'zcoz -I()
Agenda Item No,ill
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL
ACTION
STAFF REPORT
SUBJECT
Resolution authorizing execution of a contract with Lawrence W. Rosine Co. for the installation
ofa gymnasiwn floor at the San Bernardino Boys' and Girls' Club in the amount of$53,900.00.
BACKGROUND
The San Bernardino Boys' and Girls' Club gymnasiwn floor is worn out because of normal wear
and tear, cracks, holes, and missing pieces. lbis floor also has asbestos tiles underneath it, which
are now exposed and require removal. The gymnasiwn floor needs to be replaced or it will
continue to be a trip and slip hazard, health hazard, and will not be an adequate playing surface.
To that end, staff sought to procure the services of a qualified firm to replace the gym flooring.
Due to the multiple uses and heavy volwne that this gymnasiwn floor has, it was determined that
either a Taraflex or Tarkett flooring type would be suitable for the Boy's and Girls' Club needs.
On May 17,2001, three bids for this project were received in response to bid request FOI-63 that
was mailed to six vendors, the San Bernardino Chamber of Commerce, advertised in the Sun
newspaper, and posted on the City Web site. The bids ranged from $51,000.00 to $69,900.00 and
there were no local San Bernardino businesses identified that could perform this work. Donald
M. Hoover Company was the low bidder at $51,000 and proposed to install a Taraflex brand
gymnasiwn floor.
After detailed review by the City Attorney's Office, it was discovered that the manufacturer of
the Taraflex flooring required that if any legal disputes arise, the venue was to be in France.
Based on this information, the Council rejected all bids received in response to bid request FO 1-
63 on July 9, 2001 and directed staff to rebid the gymnasiwn flooring.
Staff prepared a new bid request asking for a Tarkett flooring type and on October 9,2001, the
new bid request F02-61 was sent to nine potential vendors and the San Bernardino Chamber of
Commerce, advertised in the Sun newspaper, and posted on the City's web site. There were still
no local San Bernardino businesses identified that could perform this work. On November 1,
2001, a single bid, in the amount of $53,900.00, was received from Lawrence W. Rosine Co. of
Pacoima, CA for the installation of a Tarkett gymnasiwn floor. In response to the first bid
request, the Lawrence W. Rosine Co. had submitted a bid for $59,950 for Taraflex gymnasiwn
floor.
Regarding the venue issue for legal disputes, Tarkett Claims and Technical Services Department
has sent us a docwnent that states: "Amerisport II is manufactured by Tarkett Sommer S. A. in
France. If there is need for any legal processing, all matters will be handled at the place of
initiation. This is usually in the area of the installation. All legal matters are handled by Tarketts
Legal Department directly through the Tarkett Distributor involved". We have added an
additional requirement to the contract, which states: "The parties agree that the venue for any
product defect or product liability litigation is in San Bernardino, California."
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Of the four firms that requested copies of the bid request F02-6l, three firms chose not to submit
a bid and they did not submit a "no bid" letter. Each of the three no-bid firms were contacted by
staff regarding why they chose not to bid: one vendor said that at the time of the bid, they were
not an authorized dealer for the manufacturer, while the other two vendors said that they had too
much work at time of bid.
Based on a competitive analysis of the previous bid requests FOl-63, F02-6l, and other
quotations sought after receipt of the single bid from Lawrence W. Rosine Co., the bid price of
$53,900 is fair and reasonable.
FINANCIAL IMPACT
The contract cost for the installation of the Tarkett gymnasium floor will be $53,900. An
additional $5,000 is needed in case it is determined that an additional moisture guard is needed to
be put down before the flooring is laid. This determination can not be made until the old flooring
and asbestos has been removed. The County of San Bernardino CDBG funds in the amount of
$50,000 has been awarded for this project. The remaining $3,900 needed for the installation
contract costs and the $5,000 contingency, if needed, will come from the Facilities Management
existing general fund budget and will be charged to account number 001-325-5505-0000.
RECOMMENDATION
1. Adopt Resolution.
2. Authorize the Director of Finance to amend FY 01-02 Facilities Management budget to
increase the expenditure account number 001-325-5505 by $50,000 and increase the
corresponding revenue account number 001-000-4651 by $50,000 to reflect reimbursement
to be received from County CDBG funds.
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RESOLUTION NO.
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY 0
SAN BERNARDINO AUTHORIZING THE EXECUTION OF A CONTRACT WIT
LAWRENCE W. ROSINE CO. FOR THE INSTALLATION OF A TARKET
GYMNASIUM FLOOR AT THE SAN BERNARDINO BOYS' AND GIRLS' CLUB I
THE AMOUNT OF $53,900.00.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. LAWRENCE W. ROSINE CO., is the only bidder for the installation of a
Tarkett gymnasium floor at the San Bernardino Boys' and Girls' Club per Specification No. F02-
61. A contract is awarded accordingly to said bidder in the total amount of $53,900.00 with a
contingency amount of$5,000.00. Such award shall be effective only upon being fully executed
by both parties. All other bids, therefore, are hereby rejected. The Mayor is hereby authorized
and directed to execute said contract on behalf of the City; a copy of the contract is on file in the
office of the City Clerk and incorporated herein by reference as fully as though set forth at
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length.
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SECTION 2. This contract and any amendment or modification thereto shall not take
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effect or become operative until fully signed and executed by the parities and no party shall be
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obligated hereunder until the time of such full execution. No oral agreements, amendments,
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modifications or waivers are intended or authorized and shall not be implied from any other
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course of conduct of any party.
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SECTION 3. This resolution is rescinded if the parties to the contract fail to execute it
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within 120 days of the passage of this resolution.
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RESOLUTION ... AUTHORIZING EXECUTION OF A CONTRACT WIT
LAWRENCE W. ROSINE CO. FOR THE INSTALLATION OF A TARKET
GYMNASIUM FLOOR AT THE SAN BERNARDINO BOYS' AND GIRLS' CLUB I
THE AMOUNT OF $53,900.00.
I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and
Common Council of the City of San Bernardino at a meeting thereof,
held on the day of , 2002, by the following vote, to wit:
Council Members:
AYES
NAYS
ABSTAIN
ABSENT
ESTRADA
LIEN
MCGINNIS
SCHNETZ
SUAREZ
ANDERSON
McCAMMACK
City Clerk
The foregoing resolution is hereby approved this
day of
,2002.
22
Judith Valles, Mayor
City of San Bernardino
Approved as to form and legal content:
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es F. Penman, City Attorney
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CITY OF SAN BERNARDINO
Interoffice Memorandum
CITY CLERK'S OFFICE
Records and Information Management (RIM) Program
DATE:
January 11,2002
TO:
James Sharer, Director of Facilities Management
FROM:
Michelle Taylor, Senior Secretary
RE:
Transmitting Documents for Signature - Resolution 2002-10
At the Mayor and Common Council meeting of January 7, 2002, the City of San Bernardino
adopted Resolution 2002-10 - Resolution authorizing the execution of a contract with Lawrence
W. Rosine Co. for the installation of a Tarkett gymnasium floor at the San Bernardino Boys' and
Girls' Club in the amount of$53,900.00.
Attached is one (1) original agreement. Please obtain signatures in the appropriate locations and
return the original agreement to the City Clerk's Office as soon as possible, to my attention.
If you have any questions, please do not hesitate to contact me at ext. 3206. Thank you.
Michelle Taylor
Senior Secretary
I hereby acmWled~~ above mentioned documents.
signed:~j 0~
j" / Please sign and return
Date: I II 0 a-
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** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMPH d
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Dale Adopted): \-1-07 _ Item #
Vote: Ayes )-') Nays Q
Change 10 motion to amend original documents:
I (,., Resolution" __.2-~:::L~_____
Abstain A Ab5e",~___
Reso. # On Attachments: v" Contract term:
Note on Resolution of Attachment stored separately: -../
Direct City Clerk to (circle I): PUBLISH. POST. RECORD WiCOlJNTY
Date Sent to Mayor:
1-"\ -D?--
Date of Mayor's Signature: \ -\0 -6:;)
Date ofClerk/CDC Signature: 1-\0 -0:;-'
Null/Void Aflerg_OQr::~_Lp - ')-o~
By: __::.~__
Re~u, Log Updakd
v
Seal Impressed: ___.. ...~._____~_
Date Memo/Letter Sent for Signalure: '1-\ 1--o;L
60 Day Reminder Letter Sent on 30th day:
90 Day Reminder Leller Sent on 45th day: .
See Attached: ./ Date Returned: 4 -L\ -0;)-
See Attached:
See Attached:
Request for Council Action & Staff Report Attached:
Updated Prior Resolutions (Other Than Below):
Updated CITY Personnel Folders (6413, 6429, 6433, 10584, 10585, 12634):
Updated CDC Personnel Folders (5557):
Updated Traffic Folders (3985, 8234, 655, 92-389):
Copies Distributed to:
City Attorney ,/'
Parks & Rec.
Code Compliance Dev. Services
Police Public Services Water
Notes:
130vf\o CCl"-rlL1\a
Yes ./ No By
Yes No -.1L... By
Yes No -L By
Yes No -'- By
Yes No / By
EDA
Finance/
Others: PF>C/ LiT (E::;
MIS
BEFORE FILING. REVIEW FORM TO ENSURE ANY NOTATIONS MADE HERE ARE TRANSFERRED TO THE
YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term. etc.)
Ready to File:m1 Dale: ~ -4 -0.1
Revised 01/12/01