C A L I F O R N I A
M E M O R A N D U M
DATE:
February 21, 2023
TO:
Paul Buddenhagen, City Manager
FROM:
Daniel Gonzales, Public Works Facilities Maintenance & Operations Manager SUBJECT:
Resolution Of The City Council Of The City Of Emeryville Authorizing The City Manager To Enter Into A Maintenance Contract With Mohawk Commercial, Inc. In An Amount Not To Exceed $191,842.94 For Civic Center Carpet Replacement In Accordance With Cip# Fm-03, Project #16650014
RECOMMENDATION
Staff recommends that the City Council adopt the above-entitled resolution and approve the Maintenance Contract.
BACKGROUND
The Emeryville 2019-2023 Capital Improvement Plan includes the replacement of carpet in the Civic Center, CIP project FM-03, project 16650014. For certain contracts for good or services, local jurisdictions are authorized to award a contract based on an underlying state or federal procurement to satisfy any local competitive bidding requirements.
Emeryville Municipal Code (EMC) section 3-6.02(c)(2) exempts the purchase of supplies, materials, and equipment from the City's competitive procurement requirements set forth in Chapter 6 of the EMC, if the City’s purchase is combined with that of another public agency of the State of California provided that that agency followed applicable competitive procurement requirements.
Mohawk Commercial Inc. (Mohawk) was awarded a contract from the California Department of General Services (DGS) on February 11, 2020 (CMAS No 4-20-00-0085C, Exhibit A) following a competitive procurement process undertaken by that agency. The DGS contract is a fixed unit price contract that has fixed prices based on desired services and the square footage of carpet to be installed, and the City is authorized to procure goods and services at these same unit prices.
DISCUSSION
As a result, Mohawk provided a quote to the City of Emeryville in the amount of $192,842.94 on January 6, 2023, based on the same unit prices as their contract with DGS. Mohawk will remove an old broadloom carpet and install new carpet tiles on the 1st and 2nd floors of Civic Hall. The contract amount includes the total cost for installation of carpet in the areas listed in Exhibit A-2 of the Maintenance Contract Amendment.
Furthermore, using the DGS contract reduces the time required for issuing an RFP and reviewing bid proposals, along with piggybacking on the discount pricing offered under the DGS contract. The fixed unit prices contained in the DGS contract provides a lower cost to the City because of economies of scale since DGS contracts are bid out for the purpose of serving multiple state agencies for their facilities maintenance work. As a result, these unit prices are based on an expectation of a significant volume of work, and the City then benefits from piggybacking off this state contract by locking in the same pricing.
FISCAL IMPACT
The total contract amount of $192,842.94 is available under CIP book number FM-03 project number 16650014.
STAFF COMMUNICATION WITH THE PUBLIC
No staff communication with the public in this matter.
Conclusion
Staff recommends that the City Council approve the above-entitled resolution and authorize the City Manager to execute the Maintenance Contract with Mohawk Commercial Inc. for the installation of commercial carpeting at City Hall.
PREPARED BY: Daniel Gonzales, Public Works Facilities Maintenance & Operations Manager
APPROVED AND FORWARDED TO THE
CITY COUNCIL OF THE CITY OF EMERYVILLE:
Paul Buddenhagen, City Manager
ATTACHMENTS
Draft Resolution
Draft Maintenance Contract
Exhibit A Scope of Work and Mohawk GSA
Mohawk (Group) Commercial Inc.
City Council Meeting | February 21, 2023