Agenda Item No: N.7
AGENDA REPORT
DATE: October 21, 2025
TO: Mayor and Council
FROM: David Gassaway, City Manager
SUBJECT: Resolutions 2025 -200 and 2025 -201 PW Installing Solar and Roller Shades and Floor Replacement for City Hall
Resolution 2025-200 Authorizing the City Manager to Approve a Contractor Service Agreement with Toni Parkhurst Inc. dba Budget Blinds of Fairfield/Vacaville to Provide and Install Signature Series Solar and Roller Shades for City Hall, Updating the 5-Year Capital Improvement Plan, and Authorizing an Update to the Fiscal Year 2025-2026 Budget; and Resolution 2025-201 Authorizing the City Manager to Approve a Contractor Service Agreement with All County Flooring to Provide and Install Floor Replacement for City Hall , Updating the 5- Year Capital Improvement Plan, and Authorizing an Update to the Fiscal Year 2025-2026 Budget Funding Source: $286,232; Construction License Tax Fund
Contact: Peter Peirce, Building Maintenance Manager, (707) 428-7563
RECOMMENDED ACTION
Adopt resolutions.
STATEMENT OF ISSUE
Approval of the attached resolutions will authorize the city manager to execute Contractor Service Agreements (CSA) with Toni Parkhurst Inc. dba Budget Blinds of Fairfield/Vacaville (Budget Blinds) in the amount of $78,048.80 to provide and install signature series solar and roller shades in the lobby, and on the first, second and fourth floors of the city hall building; and with All County Flooring (ACF) in the amount of $208,183. 06 for the purchase and installation of flooring replacement on the second, third, and fourth floor of City Hall.
DISCUSSION
The building maintenance manager recommends replacing the current window coverings and flooring throughout City Hall, as both have reached the end of their useful life. The shades are
deteriorating, and the existing carpet is heavily worn with sections lifting and creating potential trip hazards.
To address these concerns, s taff propose the installation of u pdated Signature Series solar and roller shades in the main lobby, as well as on the first, second, and fourth floors of City Hall. These shades will improve energy efficiency by reducing solar heat gain, enhance occupant comfort, and modernize the buildin g’s interior appearance. Budget Blinds is recommended as the sole source vendor, as they are the exclusive provider of the Signature Series solar and roller shades.
In addition, staff recommend the replacement of the flooring on the second, third, and fou rth floors of City Hall. The existing flooring shows significant wear and is due for replacement. As only one proposal was received from All County Flooring has been selected to perform this work. As a participating member of Omnia Partners, a cooperative purchasing organization, All County Flooring provides the City with access to competitively bid contracts that streamline procurement. This partnership optimizes pricing, ensures efficient purchasing, and maximizes savings through comprehensive master agre ements and contracts available to government agencies nationwide.
The approval of Resolution 2025 -200 will authorize the city manager to execute a CSA with Budget Blinds in the amount of $78,048.80 to provide and install signature series solar and roller the lobby, and on the first, second and fourth floors of the city hall building.
The approval of the Resolution 2025-201 will authorize the city manag er to execute a CSA with ACF in the amount of $208,183.06 which is the total amount plus a five percent contingency ($198,269.58 total + $9,913.48 contingency) to provide and install floor replacement on the second floor, third floor, and fourth floor of the city hall building.
FINANCIAL IMPACT
The total authorization for the Budget Blinds CSA will be $78,048.80 which includes installation of Signature series solar and roller shades in the following areas of City Hall:
Lobby $4,311.88
First Floor $19,439.79
Second Floor $31,521.68
Fourth Floor $22,775.45
TOTAL $78,048.80
The total authorization for the ACF CSA will be $208,183.06, which is the total amount plus a 5% contingency ($198,269.58 total amount + $9,913.48 contingency). The costs for the floor replacement and installation are as follows:
Second Floor $84,758.02
Third Floor $20,815.77
Fourth Floor $92,695.79
Sub Total $198,269.58
Contingency (5%) $9,913.48
TOTAL $208,183.06
The Roller Shades and Flooring for City Hall project (CPW010111) was not included in the fiscal year (FY) 2025-2026 Capital Budget. Therefore, a budget amendment is require d to authorize a transfer of $286,232 from Construction Tax Fund (Fund 164) and increase in appropriations to the Public Building Fund (Fund 254; Project CPW010111).
PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
N/A
ALTERNATIVE ACTION
The council may choose not to approve the attached resolutions.
COORDINATED WITH
N/A
STAFF CONTACT
Valerie Standfill, Management Analyst
(707) 428-7055
[email protected]
ATTACHMENTS
Attachment 2: Proposed Resolution - Budget Blinds
Attachment 3: Proposed Resolution - All County Flooring Attachment 4: Proposed Agreement – Budget Blinds
Attachment 5: Proposed Agreement - All County Flooring