REPORT TO CITY COUNCIL
To:Honorable Mayor and Members of the City Council
From:Jason Simpson, City Manager
Prepared by:Rick De Santiago, Public Works Manager
Date:April 22, 2025
Subject:Agreement with Shaw Integrated & Turf Solutions, Inc. for the Replacement of Flooring at the Neighborhood Center (CIP Project No. Z20005) Recommendation
Approve and authorize the City Manager to execute an Agreement with Shaw Integrated & Turf Solutions, Inc., for an amount not to exceed $53,190.81 in such final form approved by the City Attorney and authorize the City Manager to execute change orders not to exceed a 10% contingency of $5,319.00 for unanticipated costs.
Background
The Neighborhood Center requires new flooring to replace the existing flooring installed in 2019.
The current flooring has begun to lift and separate, resulting in gaps that pose trip hazards for visitors and staff. A new, durable flooring solution will enhance safety and improve the overall aesthetic of the Neighborhood Center.
Discussion
This Agreement will allow Shaw Integrated and Turf Solutions, Inc. to replace the damaged flooring at the Neighborhood Center with high-quality commercial-grade flooring. The selected flooring features a rock-solid material core, providing superior scratch, strain, and water resistance to indentation.
Shaw Integrated & Turf Solutions Agreement
Shaw Integrated & Turf Solutions, Inc. has been competitively bid and priced on Sourcewell, contract number #061323-SII, with an expiration date of May 26, 2026. Sourcewell was created by state law as a service cooperative to provide programs and services to members of education and government. Sourcewell was established with the statutory purpose of assisting members in meeting specific needs that are more efficiently delivered cooperatively than by an individual entity. Sourcewell is authorized to establish competitively awarded cooperative purchasing contracts for itself and its member agencies. Sourcewell follows the competitive contracting law process to solicit, evaluate, and award cooperative purchasing contracts for goods and services.
Sourcewell cooperative purchasing contracts are made available through the joint exercise of powers law to member agencies. Member agencies include all eligible government, education, and non-profit agencies nationwide and in Canada.
Waiver of Competitive Bidding Procedures
Under Section 3.08.070(G) of the Municipal Code, the City Council can waive the competitive bidding requirement that would otherwise be utilized for this purchase and installation. In addition to the benefits outlined above, flooring satisfies all of the City's requirements compared to competitors, with significant shortfalls in specifications and operating levels essential to the City's needs. These benefits and characteristics suited to the City's specific needs support the finding that waiving the competitive bidding requirement for this purchase is in the City's best interest.
Therefore, staff recommends that the City Council waive the competitive bidding according to Municipal Code Section 3.08.070(G) and allow the City Manager to replace the flooring at the Neighborhood Center as outlined in this agenda report.
Fiscal Impact
The funding is available in the FY2025-26 Capital Improvement Plan (CIP) Z20005.
Attachments
Attachment 1 - Agreement
Exhibit A - Quote
Public Works