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Home My WebLink AboutCDN 2018-09-25 Item 2B - Purchase - Gym Carpet ReplacementCity of Tukwila Allan Ekberg, Mayor INFOR ATIONAL E ORANDU TO: Community Development And Neighborhoods Committee FROM: Rick Still, Parks & Recreation Director BY: John Dunn, Recreation Superintendent CC: Mayor Ekberg DATE: September 12, 2018 SUBJECT: Gym Carpet Replacement ISSUE The Parks & Recreation Department is requesting committee approval for an unbudgeted capital expenditure for replacement carpet which is used to cover the gym floor during events and rentals at the Tukwila Community Center. This was not identified in the original capital budget for 2018, therefore, staff is requesting to move forward with the purchase. BACKGROUND When large events and rentals occur in the gymnasium, staff place 3' x 6' carpet tiles over the entire surface. The carpet protects the wood floor and reduces noise during events. The current tiles have been heavily used over the last 18 years. Many tiles are and stained and have an unpleasant odor that cleaning cannot remedy. The carpet is used 12-18 times a year for various events, including tradeshows, conferences, and trainings. DISCUSSION Staff have investigated various options for protecting the floor and decided that the carpet tile system works the best for facility needs. Other options that were explored included large rolls of carpet and renting carpet on a per event basis. A large roll would be very difficult for staff to maneuver and set up. In addition, the storage would be more difficult to keep the multiple rolls that would be needed. Carpet rolls are more expensive than the tile system. Staff also investigated renting carpet and having a service set up on an as needed basis. This will cost more over time and have negative impacts on recreation programs as staff would lose flexibility of when the carpet is set up, resulting in program cancellations to meet the schedule of the rental service. FINANCIAL IMPACT The carpet replacement was not identified in the budget for 2018 as a replacement or purchase item. As current equipment replacement needs, and expenses are being reviewed, staff have determined there are available funds to utilize the capital budget for this purchase. The lowest bid and best option for replacement is $30,581.25. The second bid was $32,180.01 for a carpet tile system. The third bid was $45,458.60 for a roll system. 11 INFORMATIONAL MEMO Page 2 To address future replacement needs, staff have developed an equipment replacement program to establish a funding source. Each day the carpet is rented, $250 will be placed into a fund that will be kept specifically for replacement of carpet tiles. Based on current gym rentals and anticipated inflation for cost of replacement, this fund would accrue, and over time replacing the full system could occur in 15 years. RECOMMENDATION Staff are recommending and asking for Committee approval to move forward with the purchase based on the lowest bid for a carpet tile system. ATTACHMENTS A. Carpet replacement quotes 12 Z:\Council Agenda Items\Parks and Recreation\P&R Carpet purchase memo.doc ° TRIUMPH NMPH EXPO iEVENTS September 12.2018 KinstinMo Tukwila Community Center 1242442ndAve S. Tukwila, VVA&O1S8 RE: Tukwila Community Center Carpet Option Dear Kirstin, Triumph Expo & Events Inc. isvery pleased husubmit thispropuna|hndhoTukwi|oCommunityCenhn-Tomporary Gymnasium Carpet. Please review this proposal and feel free to call if you have any questions regarding this proposal orour services. INITIAL CARPET PURCHASE — Triumph will purchase new carpet tiles to be used as temporary flooring to protect the gymnasium floors during events. Carpet tiles are similar to current TCC inventory, and are available in charcoal, blue, urgrey. They are 1mx2mx6mm.orapproximately 3.28'xS.5G'xk4"thick, with anon-slip backing. CARPET TILE PURCHASE UNIT PRICE 550 Carpet Tiles (8lackblue, nrgrey) 1mx2mx6mmthick (328'x6.56') 46.25 9/12/20110:41:35mw SUBTOTALt 25,437.50 WA STATE SALES TAX10% Shipping charges from manufacturer (estimate) TOTAL� Page 'wu Copyright @ 2012 Triumph Expo & Events Inc. All Rights Reserved. No part of this document published, mtransferred, many form or by any means, except with the prior written permission of Triumph Expo & Events Inc. wwW,ft*ohaxw.o= or email us at §aW�ftAWMDheX=,r7,)m or phone 1 -877-607-1010 2,543.75 2,600.00 3M�81.25 Seattle, vvA°Washington, oo ° Portland, OR STORAGE — Triumph will store the tiles in our warehouse on existing carts provided by the Tukwila Community Center (4 carts) for a flat fee of $80.00 per month paid annually ($960.00 per year) at the beginning of the storage period. DELIVERY AND | LA'|ON8i—ThU umphv�puUti les hnst orage and deliver tothe Tukwila C andinstall and remove aoneeded edour hourly rate discounted Our current labor rates for Z01Oare $97J0STand $148.SOOTper man hour (discounted ia$73.28ST'and $1OA.05OT). Rates typically increase about 3Y6per year based onour union contract. | would estimate labor to be approximately 4 man-hours to pull, deliver and install, and 4 man-hours to remove and restock or$5QG.24ST.or$879.G8OT. Standard straight time hours are between O:O0omand 4:30pm, Monday through Friday. All other hours including all day Saturday, Sunday and Holidays will be billed as overtime hours. |NSUFANCE—Triumph carries Commercial General Liability, Comprehensive Auto Liability and Workers Compensation insurance as required by law and for our protection and for the protection of our employees. Commercial General Liability are atminimum limits ofutleast $3'000.000.00. Atyour request, aCertificate uf Insurance will be provided for your records after the signing of this Agreement. |NDEK8N| Tukwila Community Center numand agamazany and all claims and against all liability costs and expenses, including attorney fees, resulting from claims of injury (including death) to persons or damages to property arising out of, or resulting from Triumph Expo & Event |nc.'esole negligence. Tukwila Community Center - will defend, hold harmless, and indemnify Triumph Expo & Events Inc., its employees and agents, from and against any and all claims and against all liability costs and expenses, including attorney fees, resulting from claims of injury (including death) to persons or damages to property arising out of or resulting from the sole negligent or intentional acts of Tukwila Community Center , any other service provider(s), participating companies, employees, agents, attendees orinvitees ofany ofthem. PROPOSALR ' EVISION - This proposal is based upon Triumph Expo & Events Inc. providing the equipment and related services as list�_d above for the Tukwila Community Center. The prices quoted are based on the information within the scope of this agreement, provided by the client with regards to the dates, location and move-in/out schedules and services required to perform the work for the Tukwila Community Center. Triumph Expo & Events Inc. reserves the right to modify the pricing and terms of this agreement if the schedule, services and/or venue change in a way that would significantly affect Triumph' costs. Initial 9n2/201810:41:,mw Page ,w3 Copyright wzu12Triumph Expo oEvents Inc. All Rights Reserved. No partmthis document may be reproduced,downloaded, disseminated, published, mtransferred, manvfonm or by with the prior writtenpermission mTriumph Expo & Events Inc. ,Ww."1umm_"Awa�,m,o,email uxutnalemammrnomw~oo,c"mv,phone 1'orr'oo/'1o10 Seattle, WA . w°"u"yt"". DC ° Portland, OR EXPO +EVENTS PAYMENT POLICY - Triumph Expo & Events Inc. requires 50%deposit for the carpet purchase and shipping atthe time of order placement, and the balance of the purchase price upon delivery of the carpet to the Triumph warehouse. Storage for the carpet will bebilled starting when the carpet arrives at the Triumph warehouse for the first year. Subsequent years will be billed annually. Delivery and labor will be billed when services are rendered. Other than the initial purchase of the carpet, other services will be billed with 30-day net terms. Late fees of1.596per month will bo assessed onpast due balances. These prices can boguaranteed only ifthis signed agreement isreceived byTriumph Expo & Events Inc. oncxbefore Ifyou find this agreement completely satisfactory, please indicate your acceptance bysigning inthe space provided below and return one copy to us for our records. We look forward to the opportunity of serving you and your associates at the Tukwila Community Center and appreciate the opportunity to be a part of your success. Sincerely, Triumph Expo & Events Inc. Christine Skrak, ChrisdneSkmk President APPROVED AND ACCEPTED BYTOKVVLA COMMUNITY CENTER BY (print): _ TITLE: NAME (signature): ~._�QATE:��_____ APPROVED AND ACCEPTED BYTRIUMPH EXPO & EVENTS INC. BY (print): � �TITLE: NAME (signature): DATE: Initial vnozwvw^:emw Page om` Copyright @:m1uTriumph Expo ^ Events Inc. All Rights Reserved. No part ofthis document be reproduced, downloaded, disseminated,published, mtransferred, manvmrm or by any means, except with the prior written permission of Triumph Expo & Events Inc. wyvwjijv,rnoh,e=o,00rn or email us atjAk%�WvrnDhe)=.rnm or phone 1-877-607-1010 Seattle, WA . w"om"ut"* oo ~ p",no"u. OR 15 16 T T Categories v Produces Search Shopping Cart Gym Floor Covering Carpet Tile SKU: PDTILE2--Anthracite Color: Dark Charcoal Chat Call 877-822-6622 Qty: 560 ti 0 Update Cart Unit Price: $48.20 Item Total: $26,992.00 Calculate Shipping Zip/Postal Code: 98168 United States Y Does the Delivery Location have a Loading Dock? 11 es )1 CAR UPS Freight $2,262.55 6 Days YRC Freight $2,718.03 6 Days CAR Estes Express $2,88&33 5 Days CAR YRC $2,970.50 6 Days UPS Freight $8,574.81 Subtotal: $26,992.00 Shipping start; ng fro m $2262.55 Sales Tax $0.00 You Pay $29,254.55 (-1 Floor Guardian 4742 42nd Ave, Sw Seattle Washington 98116 fukwilla Parks and Recreation 12424 42nd Ave. South Tukwilla Washington 98118 o e Estimate # 0000001 Estimate Date 09/13/2018 Item Description Unit Price QUantity Prodtict Area to be covered 121ft,x 90 , .--,10,890sq ft 3„4() 10890.00 37,026,00 Product Roll up machine Service All quoted items are F.O.B. Tukwilla Facility Service When total is determined add Wash.. Sales tax NOTES: 20 rolls, 6 ft wide x 90 ft long 10,890 sq ft Color to be determined at time of order 50.% deposit at time of order Balance due on delivery 4300.00 Subtotal 1.00 4,300.00 41,326,00 Total 41,326,00 Amount Paid 0.00 Estimate 41,326.00 18