Item No.
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: OFFICE OF THE CITY MANAGER
BY: MATTHEW BAUMGARDNER, DIRECTOR OF PUBLIC WORKS/CITY
ENGINEER
D ATE: MAY 27, 2025
SUBJECT: APPROVAL OF A CONTRACT WITH SHAW INTEGRATED AND TURF SOLUTIONS INC. FOR THE REMOVAL AND REPLACEMENT OF
FLOORING SURFACES WITHIN CITY HALL, CAPITAL IMPROVEMENT PROJECT (CIP) NO. 23-08 AND THE DOWNEY THEATRE, CIP NO. 25- 10 EXECUTIVE SUMMARY
The City Council will consider awarding a contract to Shaw Integrated and Turf Solutions, Inc. for the removal and replacement of flooring surfaces within City Hall, CIP No. 23-08 and the Downey Theatre, CIP No. 25-10. The new flooring surfaces will replace the existing carpet flooring within City Hall which is well beyond its useful life and the Downey Theatre lobby carpet which needs replacement due to issues with existing carpeting material. The work is expected to begin in June 2025 and is anticipated to be completed by August 2025.
RECOMMENDATION
That the City Council:
1. Approve a public works contract agreement with Shaw Integrated and Turf Solutions, Inc. in the amount of $613,579 and a 15 percent project contingency in the amount of $92,000 for the removal and replacement of flooring surfaces throughout City Hall and Theatre; and,
2.Authorize the City Manager to execute all amendments to the agreement.
BACKGROUND
The existing flooring surfaces on various areas of City Hall are over 40 years old and in need of replacement due to significant wear and tear from daily foot traffic. The majority of the flooring surfaces have not been updated since City Hall was originally constructed and need replacement to enhance appearance and safety. The flooring project aims to address these issues by replacing the existing flooring consisting of various worn flooring surface types with modern, cohesive, sustainable and high-quality materials that will enhance safety, durability and aesthetics.
APPROVED BY
CITY MANAGER
APPROVAL OF A CONTRACT WITH SHAW INTEGRATED AND TURF SOLUTIONS INC. FOR THE
REMOVAL AND REPLACEMENT OF FLOORING SURFACES WITHIN CITY HALL, CAPITAL IMPROVEMENT PROJECT (CIP) NO. 23-08 AND THE DOWNEY THEATRE, CIP NO. 25-10 MAY 27, 2025
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The existing Downey Theatre carpet material located within the lobby area is experiencing issues with various sections of the carpet material lifting on the edges throughout the lobby due to moisture intrusion from under the slab. Staff has tested the existing lobby area carpeting material and it was determined that the cement adhesive is deficient and requires replacement of both the adhesive and carpet material. The proposed carpet tile material and installation method will address this issue by using a carpet tile with specialty backing that will allow moisture vapor emissions to breathe through the carpet tile.
ANALYSIS
In compliance with the City of Downey’s Cooperative Purchasing Policy, staff recommends awarding a contract to Shaw Integrated and Turf Solutions, Inc., a commercial flooring and accessories provider, who holds contract number 061323-SII with Sourcewell.
Sourcewell is a local government and service cooperative that offers cooperative procurement solutions to government entities. Participation is open to eligible federal, state, and municipal governmental entities, education, nonprofit, tribal government, and other public entities located in the United States.
Sourcewell offers a network of awarded contracts that allows participants to take advantage of competitively priced labor, materials and equipment costs. It follows competitive contracting law process to solicit, evaluate, and award cooperative purchasing contracts for goods and services and is authorized to establish competitively awarded cooperative purchasing contracts on behalf of itself and its participating agencies. The City takes advantage of these Sourcewell cooperative agreements because they ensure the competitive pricing, and they reduce staff time developing and managing procurement through a traditional public bid process, which can add up to two months to a project timeline. Overall, this saves the City money and leads to more efficiency for staff.
In 2023, Sourcewell issued a request for proposals (RFP) for flooring materials with related supplies and services. In August 2023, Shaw Industries, Inc. was awarded a contract with Sourcewell to provide equipment, products or services to Sourcewell and the entities that access Sourcewell’s cooperative purchasing contracts.
Public Works solicited and received cost proposals from Shaw Integrated and Turf Solutions, Inc. for the replacement of the existing flooring at all three floors within City Hall and the Theatre. The proposed scope of work includes the purchase of all the carpet tiles and vinyl flooring planks, removal and disposal of all existing flooring, furniture moving, and all appurtenant materials, including adhesives and baseboards,
APPROVAL OF A CONTRACT WITH SHAW INTEGRATED AND TURF SOLUTIONS INC. FOR THE
REMOVAL AND REPLACEMENT OF FLOORING SURFACES WITHIN CITY HALL, CAPITAL IMPROVEMENT PROJECT (CIP) NO. 23-08 AND THE DOWNEY THEATRE, CIP NO. 25-10 MAY 27, 2025
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needed to install carpet tiles and floor planks at both facilities. All Shaw Integrated and Turf Solutions, Inc. carpet tiles, vinyl planks and adhesive materials are certified sustainable. Once work is complete, Shaw will conduct a materials maintenance training course for Public Works staff and our third-party custodial services contractor to ensure appropriate maintenance of flooring surfaces. The proposed flooring materials are shown in Attachment B. The carpet tiles are commercial grade, 24 inch by 24 inch tiles, level loop, solution dyed nylon and are Polyvinyl Chloride (PVC) free. The carpet tile layout will include an orange tile with a five percent distribution in all areas except for the council chambers. The hard surface flooring planks that will be installed in conference rooms, measure 6 inches by 48 inches, and are made of rock-solid mineral core composite and are also PVC-free.
The project contingency will address any unforeseen issues that may arise during the course of the project including repairs to substandard subflooring conditions that are outside of the scope of work.
Shaw will schedule the installation of flooring surfaces to be completed after-hours on Fridays and during weekends to minimize impacts on facility and staff operations. The proposed contract work is expected to begin in June 2025 and be complete by August 2025.
CITY COUNCIL PRIORITIES
Quality of Life, Safety and Infrastructure
FISCAL IMP ACT
Approval of the recommended actions will result in an expenditure of $613,579.33 with an additional 15% contract contingency in the amount of $92,000 for a total estimated expenditure of $705,579.33. There are sufficient funds programmed in the Fiscal Year 2024-2025 CIP, as shown in the table below.
Account No. Funding Source Amount
40-1-6895 Capital Project Fund $2,495,293
40-1-6928 Capital Project Fund $100,000
Total Project Funding: $2,595,293
APPROVAL OF A CONTRACT WITH SHAW INTEGRATED AND TURF SOLUTIONS INC. FOR THE
REMOVAL AND REPLACEMENT OF FLOORING SURFACES WITHIN CITY HALL, CAPITAL IMPROVEMENT PROJECT (CIP) NO. 23-08 AND THE DOWNEY THEATRE, CIP NO. 25-10 MAY 27, 2025
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ATTACHMENTS
Attachment A: Contract Agreement
Attachment B: Flooring Materials
Attachment “B”
24 inch x 24 inch Carpet Tiles
6 inch x 48 inch
Vinyl Floor Plank