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Home My WebLink About3. Award Contract for Carpeting the Community Center 1 , . CITY OF SHAKOPEE MEMORANDUM To: Mayor and .City Council Mark McNeill, City Administrator From: Mark Themig Meeting Date: August 24, 2004 Subject: Consideration of Award of Contract for Community Center Carpet Replacement INTRODUCTION City Council is asked to consider whether or not to proceed with the Community Center carpet replacement and awarding of the contract. BACKGROUND On November 18, 2003, City Council authorized bids for the Community Center carpet replacement. Since carpet replacement isn't feasible during the busy winter months, we started the carpet selection process in the spring with a tour of six other facilities that had either recently replaced carpet or were new construction. From that point, we began looking at over 200 samples of carpets, both broadloom and carpet tile. There was considerable discussion about the plusses and minuses of each. In addition, we also wanted to apply hard surface materials to certain portions of the building the experience considerable staining and wear (vending area, stairwells, in front of the service desk, and entry way), so we looked at several different types of products. We narrowed down the list to about 20 carpet types (all tiles) and had samples delivered to us. We narrowed the 20 down to about 10 and had them on display in the front lobby for about two weeks for input. We narrowed the 10 down to 3 and ordered additional samples to get a better feel for how they would look. The product we selected, a carpet tile by interface, stood out above the other two. The hard surface is a product called Marmoleum. Due to the complexity of the project, BKV Group assisted us in putting together the bid documents, carpet specs and quantities, and hard floor treatments. DISCUSSION Bids ads went out on August 5. After about a week, we only had one company request specs (Fonder carpet). We then contacted several more vendors and ended up mailing 8 other bid specs. We only received 1 bid from Target Commercial interiors. I did additional research to try to find out why we didn't have more bidders, and here is what I learned: t . . The manufacturer of the product we chose (Interface) apparently offers volume discounts to certain installers. Resource Minnesota and Target Commercial Interiors are two volume installers in Minnesota. This week, Target Commercial Interiors bought out their competitor, Resource Minnesota. I asked Paul Dahlberg from BKV to get the cost details from Target, which are attached. Paul also offered the following additional comments: 1. The commercial market is unlike the residential market in terms of product offerings (quality etc), installation labor force (union), volume incentives and sales programs to the contracting industry. 2. The construction market is extremely busy and some bidders elect not to bid. 3. Consolidation within the industry is occurring through acquisitions etc. 4. The bids reflect project conditions with a shortened schedule for the work, maintaining full use and operation of the building during the work, and utilization of a quick ship program to get material to the site within days instead of weeks. 5. To reject the bids and consider bidding in the spring when the potential for more bidders is greater, may risk added costs for materials and labor due to inflation and/or unknown market conditions. 6. Every effort was made to get plans into the hands of all potential bidders (8) and not rely solely upon bidders finding the project. The process was proactive and not passive. Our estimate for this project was $70,000. Target's bid is $64,837.66, which includes the alternate to recarpet the cable studio, so we are under our estimate. However, we only have the one bid to compare. The bid also lists an hourly rate for unforeseen conditions to the removal and replacement. I spoke with bidder today, and they did another site visit today and don't forsee any of the issues that are described in the letter. ALTERNATIVES Council has the option to award the bid to Target Commercial Interiors, reject the bid and rebid, or reject the bid and not rebid at this time. If we reject bids and rebid, we won't likely get any other bidders due to the volume pricing. I had a chance to discuss this with Mr. Fonder, and he too admitted that that is how the carpet industry is structured. If we were to rebid, we would need to select a new carpet manufacturer, style, and color. We have set September 4-September 19 as our install dates, and coordinated building use and activities around the install to minimize the impact to our guests (the building would be open during the install). If we reject bids, we'll also need to reschedule install dates and building uses. REQUESTED ACTION Council is asked to either award the Shako pee Community Center Carpet Replacement Project to TargetCommerciallnteriors in the amount of $64,837.66 or reject all bids. If you chose to reject all bids, you are asked to give direction to staff on whether or not you would like the project rebid. , . Target Commercial Interiors 81 South Ninth Street, Suite 350, Minneapolis, Minnesota 55402 (612) 343-5866 Marcie Gilmer FAX (612) 343-7377 SHAKOPEE COMMUNITY CENTER CARPET REPLACMENT FROM: Marcie Gilmer - Floorcovering DATE: August 19, 2004 TO: Judith S. Cox City of Shakopee RE: FLOORCOVERING:Exclusions,lnclusions, Overages & Clarifications :.':.. ;",r,..,:_. *C1, C2, C3: Carpet tile size is 19.69"x19.69" vs 24"x24" listed in specifications. " ,. , .. "':'/', ,- '.j' . ' ',. -. ... ,"..' "_ -'.... j '" . - "0' . ~ , . - . " *C3: Subject to but not to exceed 4% overage not included in bid dollar amount. " i.." *Installation pricingisbased upon union labor during regular business hours ; ,. ,'r: ," *Additional pricing will apply to work completed during overtime, Sunday or Holidayhdurs; *Unforseen floor prep to be completed on an hourly basis of$78.25 plus materials.,,' :' *Vacumming and sealing of floors is not included. ;'" ,,' * All adhesives included in pricing per specifications . ; \. * Appropriate tax and delivery is included in pricing ~ GLt.\€: (l.fM{)V!d- IN(.t.M.DEP~ (q>1 Tl Lt:) Pleasecall with questions or concerns. Sincerely yours, Marcie Gilmer Target Commercial Interiors 612-343-5866 f': ; Target Commercial Interiors 81 South Ninth Street, Suite 350, Minneapolis, Minnesota 55402 (612) 343-5866 Marcie Gilmer FAX (612) 343-7377 SHAKOPEE COM M UNIT Y CENTER FROM: Marcie Gilmer - Floorcovering DATE: August 20, 2004 TO: Paul Dahlberg BKV Architects RE: UNFORSEEN FLOOR PREP DESCRIPTIONS HI Paul: As discussed here are some of the standard unforeseen floor prep issues that can evolve on site after the existing materials are removed: . (Particual to Shakopee job site) Bigelow "Broad-Iok" (aka "green death") is the existing adhesive.. This is very hard to remove, it is in most places a powder form. Concern is if "green-death" is in powder form thru entire space. Additional time may be required to remove. Standard glue removal is included, unforeseen if extra charges will have to be applied. , . Existing floor stone may "pop up" with the carpet. The floor stone sticks to the back of carpet and has to be replaced. - Cannot determine until entire areas are removed. . May require time plus material floor prep. . Ramping at gymnasium entry may require extra prep/replacement of floor stone if broken apart/not whole at entrance from traffic over time. May require time plus material floor prep. . Hourly floor prep: not to exceed charge of $78.25 per hour plus materials. Standard hourly charge of $76.45/hour plus materials will be applied unless discussed with owner. . We will make a site determination with a "not to exceed" amount for floor prep for the client to base a budget on. I will have this site visit completed Tuesday, August 24th at 9:00 am. Please call me with any questions or concerns. All floor prep to be approved as work is completed by owner. Thank you, Marcie Gilmer (612)343-5866