Agenda #: 5.4
Meeting Date: April 18, 2023
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Fox, City Manager
TITLE: MAINTENANCE AGREEMENT WITH CALIFORNIA COAST CARPET &
FLOORING FOR THE DIAMOND BAR CENTER FLOORING PROJECT
STRATEGIC
GOAL: Safe, Sustainable & Healthy Community
RECOMMENDATION:
A. Adopt Resolution No. 2023-11 to utilize the Sourcewell contract with California Coast Carpet & Flooring facilitated through Gordian for the insulation of Vinyl Flooring in four Rooms at the Diamond Bar Center;
B. Approve, and authorize the Mayor to sign, the Maintenance Agreement with California Coast Carpet and Flooring for a not-to-exceed amount of $98,593.83; and C. Appropriate $24,000 from the Building, Facility, and Maintenance Fund (Fund 504) to fully fund the Project.
FINANCIAL IMPACT:
The flooring project is estimated to cost $98,593.83. Currently, there is $75,000 appropriated for this project in the FY 2022/23 Operating Budget. It is recommended that an additional $24,000 be appropriated from the Building, Facility & Maintenance Fund (Fund 504) to provide adequate funding for this Agreement with a total not-toexceed amount of $98,593.83.
BACKGROUND:
The Diamond Bar Center was opened for operation in 2004 and has been operating continuously ever since. This flooring project consists of replacing the vinyl floors in 3 rooms (Sycamore, Pine, and Maple) and replacing the wood floor in the Oak Room with new vinyl plank flooring. This improvement will provide enhanced surfaces and help to modernize the overall appearance of the spaces, which is anticipated to increase the desirability of these spaces for renters.
ANALYSIS:
Utilizing the cooperative purchasing agreement through Sourcewell, the City obtained a bid from California Coast Carpet & Flooring via Gordian (Sourcewell contract number CA-R8-F02-123021-CCF). In order to be awarded a contract with Sourcewell, the prospective bidders must first go through a rigorous bidding process that meets and or exceeds the City’s purchasing requirements.
By utilizing this Sourcewell contract, the City can realize potential savings due to the economy of scale that is provided by bidding the line items based on quantities that cannot be realized by a single purchaser. In addition, the City has utilized cooperative purchasing agreements with Sourcewell to purchase goods and services over the past several years and found it to be a successful procurement method.
Maintenance work is not considered a public project subject to specific bidding requirements and the use of cooperative purchasing programs are permitted under Municipal Code Section 3.24.090(f), subject to authorization by resolution of the City Council.
LEGAL REVIEW:
The City Attorney has reviewed and approved the Resolution and Agreement as to form.
PREPARED BY:
REVIEWED BY:
Attachments:
1. 5.4.a Resolution No. 2023-11 - SOURCEWELL DBC FLOORING
2. 5.4.b Contract - DBC Replacement Vinyl Flooring Project (4 Rooms)