Title
AUTHORIZATION TO ENTER INTO A LINKING AGREEMENT WITH DIVERSIFIED FLOORING SERVICES-PHOENIX LLC FOR CARPET REPLACEMENT AT CITY FACILITIES
Staff Contact: Jack Friedline, Director, Public Works
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Purpose and Recommended Action
Recommendation
This is a request for the City Council to authorize the City Manager to enter into a linking agreement with Diversified Flooring Services-Phoenix LLC for carpet replacement, in the amount not to exceed $200,000 for projects at city facilities, including the City Court building and Glendale Main Library.
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Background
The Public Works Department's Facilities Management Division is responsible for completing preventative maintenance, emergency repairs, and capital improvements to over 150 city buildings and over 70 park facilities. This request is to replace the carpeting at city buildings, including the Glendale City Court and Glendale Main Library. The carpeting at these facilities is worn, frayed and torn and needs to be replaced in order to ensure the safety of all individuals who work at or visit these facilities.
Analysis
Cooperative purchasing allows counties, municipalities, schools, colleges and universities in Arizona to use a contract that was competitively procured by another governmental entity or purchasing cooperative. Such purchasing helps reduce the cost of procurement, allows access to a multitude of competitively bid contracts, and provides the opportunity to take advantage of volume pricing. The Glendale City Code authorizes cooperative purchases when the solicitation process utilized complies with the intent of Glendale's procurement processes. This cooperative purchase is compliant with Chapter 2, Article V, Division 2, Section 2-149 of the Glendale City Code, per review by Materials Management.
Diversified Flooring Services was awarded their contract by the State of Arizona through a competitive bid process. Materials Management has reviewed and approved the utilization of the cooperative purchasing agreement through the State of Arizona for products and services. Materials Management concurs the cooperative purchase is in the City's best interest.
Previous Related Council Action
On November 24, 2014, Council approved budget appropriation contingency transfer to capital projects building maintenance reserve fund for various critical and safety-related repair and replacement projects at city facilities.
On May 28, 2013, Council adopted resolution no. 4681 New Series to allow continued use of Arizona State cooperative purchasing agreements.
Community Benefit/Public Involvement
Purchasing from cooperative contracts provides both competitive and optimal pricing for equipment and services. The carpet projects at the City Court and Glendale Main Library need to be completed as soon as possible for the safety of employees who work at and the citizens who visit these public facilities.
Budget and Financial Impacts
Funding is available in the fiscal year (FY) 2014-15 Building Maintenance Reserve fund for the replacement of carpeting at the City Court and Glendale Main Library in an amount not to exceed $170,000, and in the FY 2014-15 General Fund Community Services Department/Library fund in an amount not to exceed $30,000 for the replacement of carpeting at the Glendale Main Library. Expenditures with Diversified Flooring Services-Phoenix LLC are not to exceed $200,000 for carpet replacement projects.
Cost |
Fund-Department-Account |
$170,000 |
1000-81013-551000, Building Maintenance Reserve |
$30,000 |
1000-15220-522400, Library - Building Maintenance |
Capital Expense? Yes
Budgeted? Yes
Requesting Budget or Appropriation Transfer? No
If yes, where will the transfer be taken from?