CITY OF SIMI VALLEY
MEMORANDUM
A
pril 7, 2025
T
O: City Council
F
ROM: Department of Administrative Services
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UBJECT: AWARD CONTRACT TO G&S CARPET MILLS, INC. FOR THE CITY HALL CARPET REPLACEMENT PROJECT, CP65500013, SPECIFICATION
NO. SV 25-21
STAFF RECOMMENDATION
I
t is recommended that the City Council:
1. A
ward the attached contract (page 4) to G&S Carpet Mills, Inc. (G&S) in the amount of $165,808, for the City Hall Carpet Replacement Project, CP65500013, Specification No. SV 25-21;
2. Appr
ove a contingency of approximately 20.6 % to cover any ancillary and incidental expenses, authorize the City Manager or her designee to approve any subsequent contract amendments for a total contract amount not to exceed $200,000, and take such additional, related action that may be desirable.
BACKGROUND AND OVERVIEW
T
he existing carpet at City Hall has been in place since the building’s construction in the mid- 1980s. Over the years, it has endured high foot traffic, spills, matting, discoloration, and stains. As a result, the carpet shows obvious wear and tear, including rips, fraying edges, and worn tracks, necessitating constant cleaning and repair. While the carpet's quality contributed to its nearly 40- year longevity, it has exceeded its average lifespan of 15-years.
T
he area requiring replacement is located on the east side of City Hall, covering approximately 19,500 square feet. This section includes 13 carpeted areas, such as the Council Chambers, adjacent Community Room, Mayor and Council Members’ Offices, City Manager’s Office, City Attorney’s Office, Administrative Services (Fiscal Services, Graphics Area, Support Services, Information Services, and Customer Services), City Clerk’s Office, Human Resources Division, Beige Conference Room, and Green Conference Room. The carpet’s impact on these areas' functionality and safety has prompted the initiation of the City Hall Carpet Replacement Project.
AGENDA ITEM NO.
Consent (2)
FINDINGS AND ALTERNATIVES
On
January 24, 2025, a Notice Inviting Bids was published in the Ventura County Star and posted on the City’s website for the project. Subsequently, a pre- bid meeting was conducted on February 4, 2025, where eight (8) prospective bidders were in attendance to assess both the carpet condition and the physical scope of the Project.
O
n February 27, 2025, the Project solicitation period c losed, and four (4) bids were received, as provided below:
Bidder Bid Amount
G&S Carpet Mills, Inc. $165,808
Rod-West Flooring $196,000
JJJ Floor Covering, Inc. $201,825
Floor Tech America $294,000
S
taff reviewed and evaluated the low bid , determining that G&S to be responsive and cost-competitive. Staff’s due diligence also determined that G&S possesses the requisite qualifications to execute the Project based on their previous work experience and was, as such, considered a responsible bidder.
U
pon issuing the Notice to P roceed, the project is scheduled to be completed within 60 days, with a significant portion of the work expected to occur after hours and on weekends, aiming for completion by the end of this Fiscal Year. Due to the age and condition of the existing carpet, staff is requesting a 20.6% contingency, totaling $34,192, to cover any unforeseen costs associated with the project. Additionally, staff seeks authorization for the City Manager or her designee to execute any necessary amendments or change orders up to a total contract amount not -to-exceed $200,000.
Sufficient funding has been approved as part of the FY 2024- 25 Capital Improvement Program budget, project CP65500013, to support this contract.
T
he following options are available to the City Council:
1. A
ward the attached contract to G&S, in the amount of $165,808, for the City Hall Carpet Replacement Project, CP65500013, Specification No. SV 25- 21; and Approve a contingency of approximately 20.6% to cover any ancillary and incidental expenses, authorize the City Manager or her designee to approve any subsequent contract amendments for a total contract amount not to exceed $200,000, and take such additional, related action that may be desirable;
2. D
o not award a contract at this time and provide staff with other direction.
S
taff recommends Alternatives No.1.
2 SUGGESTED CITY COUNCIL MOTION
I mo
ve to award the attached contract to G&S Carpet Mills, Inc. , in the amount of $165,808, for the City Hall Carpet Replacement Project, CP65500013, Specification No.
SV 25-21, approve a contingency of approximately 20.6%, totaling $34,192, to cover any ancillary and incidental expenses, and authorize the City Manager or her designee to approve any subsequent contract amendments for a total contract amount not to exceed $200,000, and take such additional, related, action that may be desirable.
SUMMARY
T
he existing carpet at City Hall has been in place since the construction of the structure in the mid -1980s. Throughout this time, the carpet endured an array of conditions , resulting in rips, fraying edges, and worn tracks. The impact to the functionality and exposure to safety hazards inthe 13 carpeted areas on the east side of City Hall resulted in the initiation of the City Hall Carpet Replacement Project, as it has outlived its average lifespan of 15 years. Therefore, it is recommended that the City Council award the attached contract to G&S Carpet Mills, Inc., approve a contingency to cover any ancillary and incidental expenses, and authorize the City Manager or her designee to approve any subsequent contract amendments for a total contract amount not to exceed $200,000. ___
_________________________________
Carolyn Johnson
Administrative Services Director
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repared by: Maria R. Mondala-Duncan, Senior Management Analyst INDEX Page
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ontract ............................................................................................ 4 3 Contract No. 3250102
1 PUBLIC WORKS CONTRACT
BETWEEN
THE CITY OF SIMI VALLEY AND
G & S CARPET MILLS, INC.
T
his CONTRACT is entered into this 7th of April, 2025 by and between the CITY OF SIMI VALLEY, a general law city and municipal corporation (“the City”) and G & S CARPET MILLS, INC., a California Corporation (“the Contractor”).
1. WO
RK.
A. T
he Contractor will provide all work required by the Contract Documents (the “Work”). The Contractor agrees to do additional work arising from changes ordered by the City in accordance with the Contract Documents.
B. T
he Contractor and the City agree to abide by the terms and conditions contained in the Contract Documents;
C. T
he Contractor will furnish all of the labor; supplies and materials; equipment; printing; vehicles; transportation; office space and facilities; all tests, testing and analyses; and all matters whatsoever (except as otherwise expressly specified to be furnished by the City) needed to perform and complete the Work and provide the services required of the Contractor by the Contract Documents.
D. “
Contract Documents” means the Notice Inviting Bids; Instructions to Bidders; Supplementary Instructions to Bidders; Proposal; this Contract; Standard Specifications; Supplementary Conditions; Exhibits; Technical Specifications; List of Drawings; Drawings; Addenda; Notice to Proceed; Change Orders; Notice of Completion; and all other documents identified in the Contract Documents which together form the contract between the City and the Contractor for the Work. The Contract Documents constitute the complete agreement between the City and the Contractor and supersede any previous agreements or understandings.
2. CO
NTRACT SUM. The City agrees to pay the Contractor a sum not to exceed One Hundred Sixty Five Thousand Eight Hundred Eight dollars ($165,808) for the Work in the manner set forth in the Contract Documents. The City may adjust this amount as set forth in the Contract Documents.
3. T
IME FOR PERFORMANCE.
A. T
he Contractor will fully complete the Work within 60 working days (the “Contract Time.”)
4 City of Simi Valley
Contract No. 3250102
G & S Carpet Mills, Inc.
B. The Contract Time will commence when the City issues a notice to proceed.
The Contract Documents will supersede any conflicting provisions included on the notice to proceed issued pursuant to this Contract.
C. The Contractor may not perform any Work until:
i. The Contractor furnishes proof of insurance as required by the Contract Documents; and
ii. The City gives the Contractor a written, signed, and numbered purchase order and notice to proceed.
D. By signing this Contract, the Contractor represents to the City that the Contract Time is reasonable for completion of the Work and that the Contractor will complete the Work within the Contract Time.
E. Should the Contractor begin the Work before receiving written authorization to proceed, any such Work is at the Contractor’s own cost and risk.
4. DISPUTES. Disputes arising from this contract will be determined in accordance with the Contract Documents and Public Contracts Code §§ 10240-10240.13.
5. THIRD PARTY CLAIMS. In accordance with Public Contracts Code § 9201, the City will promptly inform the Contractor regarding third- party claims against the Contractor, but in no event later than ten (10) business days after the City receives such claims. Such notification will be in writing and forwarded in accordance with the “Notice” section of the Contract Documents. As more specifically detailed in the Contract Documents, the Contractor agrees to indemnify and defend the City against any third-party claim.
6. TAXPAYER IDENTIFICATION NUMBER. The Contractor will provide the City with a Taxpayer Identification Number.
7. PERMITS AND LICENSES . Unless otherwise provided, the Contractor, at its sole expense, will obtain and maintain during the Contract Time, all necessary permits, licenses, and certificates that may be required in connection with the Work.
8. OWNERSHIP OF DOCUMENTS. All documents, data, studies, drawings, maps, models, photographs and reports prepared by the Contractor under the Contract Documents are the City’s property. The Contractor may retain copies of said documents and materials as desired, but will deliver all original materials to the City upon the City’s written notice.
5 City of Simi Valley
Contract No. 3250102
G & S Carpet Mills, Inc.
9. INDEMNIFICATION. The Contractor agrees to indemnify, defend, and hold the City harmless as set forth in the Contract Documents. The requirements as to the types and limits of insurance coverage to be maintained by the Contractor as required by the Contract Documents, and any approval of such insurance by the City, are not intended to and will not in any manner limit or qualify the liabilities and obligations otherwise assumed by the Contractor pursuant to the Contract Documents, including, without limitation, to the provisions concerning indemnification.
10. INDEPENDENT CONTRACTOR. The City and the Contractor agree that the Contractor will act as an independent contractor and will have control of all work and the manner in which is it performed. The Contractor will be free to contract for similar service to be performed for other employers while under contract with the City. The Contractor is not an agent or employee of the City and is not entitled to participate in any pension plan, insurance, bonus or similar benefits the City provides for its employees. Any provision in this Contract that may appear to give the City the right to direct the Contractor as to the details of doing the work or to exercise a measure of control over the work means that the Contractor will follow the direction of the City as to end results of the work only.
11. AUDIT OF RECORDS. The Contractor will maintain full and accurate records with respect to all services and matters covered under this Contract. The City will have free access at all reasonable times to such records, and the right to examine and audit the same and to make transcript therefrom, and to inspect all program data, documents, proceedings and activities. The Contractor will retain such financial and program service records for at least three (3) years after termination or final payment under the Contract Documents.
12. NOTICES. All communications to either party by the other party will be deemed made when received by such party at its respective name and address as follows:
The City The Contractor
Attention: Johanna Medrano, Deputy Attention: Ali Gorginfar, President AS Director, Budget & Purchasing
City of Simi Valley
G & S Carpet Mills, Inc.
2929 Tapo Canyon Road 8959 Rose Ave.
Simi Valley, CA 93063 Montclair, CA 91763
(805)583-6361 (909)447-4695
[email protected] [email protected]
Any such written communications by mail will be conclusively deemed to have been received by the addressee three (3) days after deposit thereof in the United States Mail, postage prepaid and properly addressed as noted above. In all other instances, notices will be deemed given at the time of actual delivery. Changes may be made in the names or addresses of persons to whom notices are to be given by giving notice in the manner prescribed in this paragraph.
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Contract No. 3250102
G & S Carpet Mills, Inc.
13. NO THIRD PARTY BENEFICIARY . This Contract and every provision herein is for the exclusive benefit of the Contractor and the City and not for the benefit of any other party. There will be no incidental or other beneficiaries of any of the Contractor’s or the City’s obligations under this Contract.
14. INTERPRETATION. This Contract was drafted in, and will be construed in accordance with the laws of the State of California, and exclusive venue for any action involving this Contract will be in Ventura County.
15. EFFECT OF CONFLICT. In the event of any conflict , inconsistency, or incongruity between any provision of the Contract Documents, precedence will be as follows:
A. This Contract;
B. The Standard Specifications; and
C. Precedence of documents as determined in the Standard Specifications.
16. SEVERABILITY. If any portion of the Contract Documents are declared by a court of competent jurisdiction to be invalid or unenforceable, then such portion will be deemed modified to the extent necessary in the opinion of the court to render such portion enforceable an d, as so modified, such portion and the balance of this Contract will continue in full force and effect.
17. AUTHORITY/MODIFICATION. The Parties represent and warrant that all necessary action has been taken by the Parties to authorize the undersigned to execute this Contract and to engage in the actions described herein. This Contract may be modified by written amendment. The City’s City Manager, or designee, may execute any such amendment on the City’s behalf.
18. ACCEPTANCE OF FACSIMILE SIGNATURES. The Parties agree that this Contract, agreements ancillary to this Contract, and related documents to be entered into in connection with this Contract will be considered signed when the signature of a party is delivered by facsimile transmission. Such f acsimile signature will be treated in all respects as having the same effect as an original signature.
19. COVENANTS AND CONDITIONS. The parties agree that all of the provisions hereof will be construed as both covenants and conditions, the same as if the words importing such covenants and conditions had been used in each separate paragraph.
20. CAPTIONS. The captions of the paragraphs of this Contract are for convenience of reference only and will not affect the interpretation of this Contract.
21. TIME IS OF ESSENCE. Time is of the essence for each and every provision of the Contract Documents.
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Contract No. 3250102
G & S Carpet Mills, Inc.
IN WITNESS WHEREOF the parties hereto have executed this contract the day and year first hereinabove written.
Attest: City of Simi Valley, A Municipal Corporation
By:
Lucy Blanco, City Clerk Dee Dee Cavanaugh, Mayor of the City of Simi Valley, California
Approved as to Form: G & S Carpet Mills, Inc.
By:
Algeria R. Ford, City Attorney
Print Name: Ali Gorginfar
Approved as to Content: Title: President
By:
Samantha C. Argabrite, City Manager
Print Name: Raheleh Gorginfar
Title: Corporate Secretary
Johanna Medrano,
Deputy Administrative Services Director/
Budget & Purchasing
Carolyn Johnson
Administrative Services Director
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