September 19, 2023
Police Department
DATE: September 19, 2023
TO: Mayor Martinez and Members of the City Council
FROM:
Bisa French, Chief of Police
Subject:
Contract with RF Contractors for Carpet Installation
FINANCIAL IMPACT: The funding amount of $101,201.30 will come from the Richmond Police Department’s Impact Fee Fund which
was originally appropriated during fiscal year 2022-23
mid-year review – account string 21491021-400701.
PREVIOUS COUNCIL
ACTION:
n/a
STATEMENT OF THE
ISSUE:
The original (2008) carpeting is showing significant signs of wear (threading, splitting seams, patches, etc.) and has created trip hazard risks. Richmond PD would like to replace the worn-out carpeting to remove safety hazards.
RECOMMENDED ACTION:
APPROVE a Construction Agreement in an amount not
to exceed $101,201.30 for carpet installation with RF
Contractors during the period September 19, 2023,
through June 30, 2024; and APPROPRIATE funding in a
total amount not to exceed $101,201.30 – Police
Department (Chief Bisa French 510-621-1802).
AGENDA
REPORT
September 19, 2023
DISCUSSION:
The Richmond Police Department (RPD) staff issued a request for bids on February 24, 2023, that closed on March 24, 2023, with 328 prospective bidders notified and two bids submitted. Following City of Richmond purchasing policies, the City selected the lowest bidder, RF Contractors. RF Contractors’ bid was $101,201.30, compared to Floor Dimensions’ bid at $155,854.28.
The longest warranty for commercial carpets is 15 years, but RPD staff has found several sites (including sites by The Budd Group, All American Carpet, and Floors for Living) suggesting replacement between five to seven years depending on the usage.
The Richmond Police Department moved to 1701 Regatta Blvd in 2008 for mold remediation and reconstruction at their City building located at 440 Civic Center. Fifteen years later, the Police Department is still at 1701 Regatta and has not had a carpet replacement upstairs except for a portion that was damaged in a fire eight years ago.
The carpet that remains has several issues including trip hazards and sections of the carpet that are bare, threading, and lifting up. Replacement of the carpet will ensure that RPD staff, visitors, and vendors stay safe while in the office.
According to Article 7, section 7.2 entitled “Tenant’s Duty to Repair” of the Police Department’s lease with Dicon Fiberoptics, the tenant (Richmond Police Department), shall, at Tenant’s expense, maintain the Premises including, but not limited to, all wall and floor coverings. (See Attachment 6).
The carpet replacement expense will come from the Police Impact Fee Fund. The Impact Fee Fund is replenished via new construction fee payments and is used on a limited basis. The goal is to offset the increased demand on City services due to, presumably, growing city populations. The use of the impact fee funding was approved by City Council during the fiscal year 2022-2023 mid-year appropriation approvals; however, RPD staff was not able to get the project started prior to the end of the fiscal year. RPD staff is requesting the $101,201.30 be appropriated in the current fiscal instead.
DOCUMENTS ATTACHED:
Attachment 1 – Construction Agreement
Attachment 2 – Carpet RFP Bid
Attachment 3 – RFP Bid Report List
Attachment 4 – RFP Response_RF Contractors
Attachment 5 – RFP Response_Floor Dimensions
Attachment 6 – Office Lease Amendment