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File Number: 16-520 <br />flooring. The City decided to open negotiations with the sole bidder in an effort to reduce the <br />project costs. This negotiation effort was undertaken for the following reasons: <br />·There was only one bidder. <br />·Re-bidding could not meet the proposed project schedule to start these repairs <br />during the City’s holiday closure period. <br />·The bid with additive alternatives was almost 15% higher that the engineer’s <br />estimate of $511,000 and exceeded current available project funding. <br />·Comparison of the bid with cost information available on a statewide contract <br />directly with the carpet manufacturer (Shaw Industries, Inc.) indicated that the <br />City might be able to get a lower cost. <br />Staff initiated negotiations with the contractor and a revised bid total of $517,885.00 was <br />agreed to for the total project including the additive alternatives by reducing the quantity of <br />attic stock (additional replacement material) compared to the original bid. The original bid <br />requested an additional 20% of carpet ‘attic stock’ to provide an ample supply of replacement <br />panels in case the carpet patterns are discontinued. Based on a review of other projects, it <br />was determined a reduced quantity of replacement panels (10%) was suitable for this project <br />allowing for a reduction in cost. <br />The additive bid alternatives for painting and resilient flooring are additions to the original <br />project scope but are important to include in this award. Additional painting is desirable <br />because the existing accent colors in the building would clash with the new carpet patterns. <br />Additionally, upgrading paint and carpeting at the same time will maximize the positive impact <br />of this project, benefitting all patrons of the library. Changing the existing carpet to resilient <br />vinyl flooring in the Karp, Estudillo, and Trustees public meeting rooms is needed because <br />these areas are heavily used for a wide variety of events, including activities like children’s <br />crafts or the serving of refreshments that could potentially stain carpet materials. The new <br />resilient flooring will be easier to clean and more durable. <br />Staff recommends that the City Council appropriate $50,000 from general funds to augment <br />the current appropriation and fully fund the project with the bid alternative items for painting <br />and resilient flooring. <br />Century Carpet, Inc., the low bidder, does not have an office in San Leandro that would <br />qualify them as a local business per the Local Inclusion Policy Ordinance nor did they meet <br />the Local Business Participation Goal by subcontracting to San Leandro businesses 25% of <br />the total contract value. However, the bidder will utilize a local subcontractor, Crown <br />Worldwide Moving and Storage, for moving services that represents $5,000 or approximately <br />1% of the total contract value. Additionally, the lowest bidder provided documentation that <br />demonstrated completion of the required good faith efforts to meet the local business <br />participation goal. <br />Staff verified that the contractor has a valid license with the Contractor’s State License Board <br />and is registered with the California Department of Industrial Relations. At the mandatory <br />pre-bid meetings, staff presented the requirements of the Local Inclusion Policy Ordinance, <br />responded to bidder questions, and provided contact information for free technical assistance <br />if needed. Bidders were also provided with a list of contractors performing trades applicable to <br />this project’s construction that currently hold business licenses with the City of San Leandro. <br />Page 2 City of San Leandro Printed on 11/1/2016