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HomeMy WebLinkAboutSpecial 2003-06-09 Item 4A - Final Acceptance - Community Center Carpet Replacement by Dupont Flooring Systems for $91,875.67COUNCIL AGENDA SYNOPSIS Initials ITEM Na Meeting Date I Prepared by I Mayor's review I Council review I Special Mtg. 6/09/03 ist l'2 I (r 0 3.fra 1 I 1 I J 1 I 1 I I ITEM INFORMATION CAS Number: 03 0 I Original Agenda Date: June 9, 2003 Agenda Item Title: Award, Completion and Acceptance for Tukwila Community Center Replace Carpet Original Sponsor: Timeline: Sponsor's Summary: Meeting Date 6/09/03 I Meeting Date 6/09/03 Council Admin. Public Works As we had a state contract for all carpet purchases and installation, we issued the purchase order for the contractor to begin. Award and accept as complete the project with Dupont Flooring Systems for the Tukwila Community Center Replace Carpet Project. This project was substantially completed on May 13, 2003. No change orders were issued and this acceptance will formalize the closeout of this project. Recommendations: Sponsor: Award and acceptance of project. Committee: Recommend to Committee of the Whole. Administration: Same as Sponsor Cost Impact (if known): $91,875.67 (includes sales tax) Fund Source (if known): 303 Facilities RECORD OF COUNCIL ACTION Action Information Memo dated May 28, 2003 Purchase Order #PWE15476 Finance Safety Committee Meeting Minutes from June 2, 2003 APPENDICES Attachments INFORMATION MEMO To: Mayor Mullet City Council From: Public Works Director Finance Director Date: May 28, 2003 VV Subject: Tukwila Community Center Replace Carpet City Project 02 -BG09 Project Award, Completion and Acceptance ISSUE Award and accept as complete. BACKGROUND As part of the 303 Facilities list, replacing the carpet in the Tukwila Community Center was scheduled for last year. As we had a state contract for all carpet purchases and installation, we had the contractor begin the project. To meet a technical requirement, we need to both approve and accept the completion of the project. The purchase order for DuPont Flooring Systems was issued October 30, 2002, for City Project 02 -BG09. The carpet was substantially complete during the holidays in December, yet there was a significant punchlist so the second and final invoice was held until May 13, 2003, when all items were completed. The cost is summarized as follows: Purchase Order Amounts Base 84,444.55 Sales Tax 8.8% 7.431.12 Total Amount Paid 91.875.67 RECOMMENDATION All work required has been completed. It is recommended that this project be awarded and accepted as complete. Attachments: Purchase Order #PWE15476 p:tom/info memo award closeout TCC carpet SHIP TO 6200 SOUTHCENTER BLVD TUKWILA, WASHINGTON 98188 (206) 433 -1800 7 VENDOR NAME ADDRESS 1 \57\ C tilt\ AL Wy S k IUC- i SSA-r (J A 61 bh' Q V C. v� )R'Q. E, F DEPT 317 k/J SSEET ADDRESS Lik qs67-- ,94i #3 a OTHER SOURCES w p2 sy GI( 3, st DEPARTMENTAL APPROVAL ci CITY OF TUKWILA QUOTF EXECUTIVE APPROVA' :1521 fPPAPmuFNT nnPV QUOTE DEPT P 1,i C 15476 CODE VERBAL QUOTE WRITTEN QUOTE r unvnti.71L vl I I THIS NUMBER MUST APPEAR ON ALL PACKAGES, INVOICES, AND CORRESPONDENCE. /6-3(i -OZ- DATE TUKWILA, WA (71 Committee chair approval Finance and Safety Committee June 2, 2003 Present: Joe Duffle, Jim Haggerton, Richard Simpson Alan Doerschel, Frank Marie, Bob Abbott, Keith Haines, Lucy Lauterbach; Joanne McManus 1. TCC Carpet Replacement Listed as a project in the 2002 budget and substantially completed in December, 2002, the carpet replacement at the Community Center is now ready for acceptance. However, it was only when the bills came in that staff realized the project had never been approved originally. The cost was $84,445 plus sales tax, leading to a $91,875.67 total cost. Because the carpet purchase was done through the state bid process with a purchase order, it didn't go through the normal bid process. Alan suggested the project be approved by the Council and also accepted as complete at the same time. Recommend project approval and acceptance to COW and Regular Meeting. 2. TIB Camera System Bob Abbott explained that the cameras on the highway are an integral part of police patrol and enforcement. They have used the tapes in cases to help prosecute crimes. The current cameras have been up since 1996, and they have clearly lived past their prime. They cannot be used effectively by the volunteers. Both the cameras and the equipment that controls the cameras need to be replaced. The equipment that allows pictures from the cameras to go to a tape can be replaced now. A multiplexer allows pictures to be seen on a tape in the neighborhood resource center. It has broken frequently, and the repair shop in Connecticut has taken 6 months to "fix" it, returning it as originally broken. Bob has worked hard to find a replacement, and was successful in locating an Auburn Native American company that has cameras that are much more advanced than the old one. The new Eagle Eye digital video recorder allows viewing from all five cameras at any time. If someone want to focus on one camera and zoom in, the other cameras are still being monitored by the system. Also, pictures can be stored on a disk, which is much handier than the old tapes the multiplexer used. Eagle Eye was the lowest of three bids for the new unit. Funding is available through the drug seizure money. Committee approval of new video recorder system for 59.356.80 including tax. 3. Medical Benefits Linda Grage did a lot of research with the IRS and determined that the Council salary plan could not include life insurance or disability insurance. Only medical, dental, and vision benefits are properly allowed. Information. 4. Bond Ordinance Alan explained that he will use an ordinance to change money between the street fund and the Facilities fund. He'll also roll an old bond into this one. He is trying to use the money for non taxable projects like the TIB instead of the village. He will bring the bond ordinance which must be correct for auditors and bond counsel both, to the combined COW /Special meeting on the 23 of June. Recommend bond to COW /Special Meeting. 5. Sales Tax Report Although the sales tax report for last month was good, it was due to a one- time adjustment from a Tukwila company that had not paid taxes for many years. Alan said the City revenues will still be down, though the whole year may be ok due to the utility tax and gambling tax. Information.