Item No. 10
AGENDA REPORT
DATE: December 8, 2025
TO: Honorable Mayor and City Council
FROM: Fermin Preciado, Director of Development Services/City Engineer Scott Washburn, Deputy Director of Public Works
Todd Gutjahr, Public Works Analyst Nr7"
SUBJECT: Award of Contract — Replacement/Installation of Carpet and Flooring at the Scherer Community Center Project — Project No. 11228
RECOMMENDATION:
That the City Council:
1. Award and authorize the Interim City Manager to execute a contract and the Interim City Manager or her designee to administer the terms of the contract to the lowest responsible bidder, Del Mar Floor Covering, Inc. of Ontario, CA in the amount of $55,000 for the Replacement/Installation of Carpet and Flooring at the Scherer Community Center Project — Project No. 11228 (Project); and
2. Approve the amounts of $13,000 for construction contract contingency and $3,000 for construction contract administration, staff time, and inspection costs for a total construction budget in the amount of $71,000; and
3. Authorize the Interim City Manager or her designee to administer the distribution of the construction contract contingency; and
4. Approve the contract specifications prepared for this project.
BACKGROUND/DISCUSSION:
Over the last 20 years, the City has completed several renovations at the Scherer Community Center and Nutrition Center facilities including painting, kitchen and American Disability Act (ADA) upgrades, storage upgrades, plumbing upgrades, HVAC replacement, electrical system upgrades, flooring replacement, roof replacement (2004), the replacement of windows and doors (2006), parking lot improvements (2008), wood floor replacement in the Scherer Community Center (2017), replacement of the Nutrition Center Kitchen flooring and replacement of the commercial water heater (2020).
The approved FY26 Capital Improvement Program (CIP) includes multiple projects funded through the Community Development Block Grant (CDBG Program). The CDBG Program provides funding
for pedestrian and transit related improvements such as sidewalk, ADA curb ramps and bus stop improvements. The CDBG Program also funds improvements to public facilities and public buildings. In 2024, staff recommended, and Council approved the submittal of an application requesting CDBG Program funding to replace the flooring and carpet in the Scherer Community Center (Center). The current flooring in the Center is over 20 years old and is showing wear due to heavy use, including cracking in the tile and ripping in the carpet. The City's application requesting the amount of $80,000 in CDBG Program funding was subsequently approved.
The contract specifications to replace the flooring were prepared by staff and advertised for construction bids in October of 2025. On November 20, 2025, four (4) sealed bids were received from flooring contractors and opened as follows:
Bidder
Bid Amount
Perfection Painting Corporation of Santa Clarita, CA
$117,000
Coastal Construction Team of Encino, CA
108,700
Del Mar Floor Covering, Inc. of Ontario, CA
55,000
Construction Station Flooring & Design of Yucaipa, CA (1) 103,801
Engineers Estimate
$80,000
(1) Construction Station Flooring & Design's bid was deemed not responsive.
Del Mar Floor Covering, Inc. (Del Mar Floor) is the apparent lowest responsible bidder. Staff has reviewed the bid documents and determined that the documents meet the requirements of the contract specifications. The contractor has confirmed their ability to commence work at specific buildings based on impacts to the public during normal business hours. Del Mar Floor has completed similar projects in the past for other municipalities and as part of the reference check process, their work has been deemed satisfactory. As a result, staff recommends that City Council award the contract to Del Mar Floor in the amount of $55,000.
FISCAL IMPACT:
The recommendations result in a fiscal impact for the Project cost in the amount of $71,000, which is included in the adopted FY26 CIP Budget.
Attachments:
1. Bid Summary
2. Contract Agreement
Approved by:
ATTACHMENT 1
Replacement/Installation of Carpet and Flooring at the Scherer Community Center — Project No. 11228 Bid Opening Date: 11 /20/25
Perfection Painting Corp
Engineer's Estimate
24820 Orchard Village
$120,000
Santa Clarita, CA 91355
Coastal Construction Team
4924 Balboa Bid 4461
Encino, CA 91316
Del Mar Floor Covering, Inc.
PO Box 4183
Ontario, CA 91761
Construction Station
Flooring/Design
33145 Yucaipa Blvd
Yucaipa, CA 92399 ••
Item
No.
item Description
City
Unit Item Price
Unit Price
Extension
Unit Price
Extension
Unit Price
Extension
Unit Price
Extension
1 Mobilization
1 LS
$3,000.00
$3,000.00
$2,000.00
52,000.00
$2,750.00
$2,750.00
$0.00
$0.00
2 Remove and dispose of all existing flooring (sheet
vinyl/carpet) and wood/rubber cove base.
1 LS
$15,000.00
$15,000.00
$10,000.00
$10,000.00
$2,750.00
$2,750.00
$6,125.00
$6,125.00
3 Installation of carpet tiles (material and labor) -
pattern "lBD (approximately 1,341 square feet)
I
LS
$16,000.00
$16,000.00
$11,400.00
$11,400.00
$11,000.00
$11,000.00
$7,960.00
$7,960.00
4 Clean and prepare existing floor for new flooring
installation
1 LS
$3,000.00
$3,000.00
54,000.00
54,000.00
54,500.00
$4,500.00
$5,250.00
$5,250.00
5 Removal and replacerent of existing furniture
1 LS
$3,000.00
$3,000.00
$3,500.00
$3,500.00
$500.00
$500.00
$8,640.00
$8,640.00
6 Installation of vinyl transitions - pattern TBD
(approximately 12 linear feet)
1 LS
5500.00
$500.00
$1,500.00
51,500.00
$500.00
$500.00
5450.00
$450.00
7 Installation of new cove base (standard 6" rubber/vinyl baseboard) - pattern TBD
1 LS
$1,500.00
51,500.00
52,500.00
52,500.00
$5,500.00
$5,500.00
$3,264.00
$3,264.00
8 Installation of new LVT (material and labor) - pattern TBD (approximately 4,866 square feet)
I
LS
$58,000.00
$58,000.00
$55,800.00
$55,800.00
$16,500.00
$16,500.00
$59,392.00
$59,392.00
9 Clean and prepare existing floor for new flooring
installation
1 LS
$10,000.00
$10,000.00
$11,000.00
$11,000.00
$4,500.00
$4,500.00
$3,920.00
$3,920.00
10 Removal and replacement of existing furniture
1 LS
$5,000.00
$5,000.00
$3,000.00
$3,000.00
5500.00
$500.00
$6,700.00
$6,700.00
11 Installation of new cove base (standard 6" rubber/vinyl baseboard) - pattern TBD (approximately 200 linear feet) 1 LS
$1,000.00
$1,000.00
$2,500.00
$2,500.00
$5,500.00
$5,500.00
$1,800.00
$1,800.00
12 Installation of vinyl transitions - pattern TBD
(approximately 6 linear feet)
1 LS
$1,000.00
$1,000.00
$1,500.00
$1,500.00
$500.00
$500.00
$350.00
5350.00
Total
$117,000.00
Total
$108,700.00
Total
$55,000.00
Total
$103,851.00
•• Construction Station Flooring and Design's bid was deemed not responsive 1 ATTACHMENT 2
AGREEMENT
THIS AGREEMENT is made and entered into this 8' day of December, 2025 by and between the City of Yucaipa, a municipal corporation, hereinafter referred to as "City", and Del Mar Floor Covering, Inc.
, located at PO Box 4183
Contractor / Company Name Street Address
Ontario
City
CA 91761 (909) 331-6637 hereinafter referred to as "Contractor".
State Zip Code Phone
PROJECT: Replacement/Installation of Carpet and Flooring at the Scherer Community Center — Proiect No. 11228.
WITNESSETH, in this consideration of their covenants, the parties hereto agree as follows:
The contract documents for the Project shall consist of the Notice Inviting Sealed Bids, Instructions to Bidders, Proposal, General Specifications, Standard Specifications, Special Provisions, Plans, and all referenced specifications and appendices; together with this Agreement and all required bonds, insurance certificates, permits, notices, and affidavits; and also including any and all addenda or supplemental agreements clarifying, amending, or extending the work contemplated as may be required to insure its completion in an acceptable manner (collectively, the "Contract Documents"). The Contract Documents are made a part hereof as though fully set forth herein.
In consideration of such work, City agrees to pay Contractor and Contractor agrees to accept the sum of Fifty - Five Thousand Dollars and No/Cents, ($55,000.00) in the manner provided in the Contract Documents and subject to adjustment provided therein.
Concurrently with the execution of this Agreement, Contractor shall file with the City the bonds and certificates of insurance specified in the Contract Documents and subject to adjustment provided therein.
This Contract shall not be assigned without the written permission of the City Council.
IN WITNESS WHEREOF, the parties hereto have executed this instrument the day and year first above written.
ATTEST: CITY OF YUCAIPA
A Municipal Corporation
Ana Sauseda,
Director of General
Services/City Clerk
Date
Jennifer Crawford, Interim City Date
Manager
FUNDS AVAILABLE: CONTRACTOR:
Phillip White,
Director of Finance
Fermin G. Preciado
Director of Development
Services/City Engineer
APPROVED AS TO FORM:
Del Mar Floor Coverings, Inc. Date
Steven Graham Pacifico, City Attorney