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HomeMy WebLinkAbout2002-05-07; City Council; 16742; Agreement for Floor Covering ServicesCITY OF CARLSBAD - AGENDA BILL AB# 16,742 TITLE: MTG. AWARD OF AGREEMENT FOR FLOOR COVERING SERVICES CITY ATTY. 6 CITY MGR a DEPT. PCH 5-7-02 RECOMMENDED ACTION: Staff recommends Council adopt Resolution No. 2002-135 , accepting the bid proposal of Carpets by Phillips Inc.. and authorizing the execution of an agreement for floor covering services. ITEM EXPLANATION: The City of Carlsbad Public Works Facilities Maintenance Division makes use of the services of floor covering contractors on a regular basis throughout the year. Staff has determined that it is more cost effective to cutsource work for all but minor tasks and related work. The assigned duties vary between small jobs (under $1,000) to larger jobs that must be awarded to contractors after a bid process. Due to the current and increasing number of these jobs per year, the Facilities Maintenance Division and the Purchasing Department developed work specifications and issued a request for bid package to establish an annual agreement for these services. By establishing an annual agreement, it will be possible to more quickly put a contractor to work Dn an as-needed basis while decreasing the administrative duties required to process multiple bids. Also, downward pressure will be maintained on the cost of these services by applying the benefits of competition to the prices of the smaller jobs. In accordance with Section 3.28.120 of the Municipal Code, Notice to Bidders was published and Requests for Bid were sent to five floor covering contractors. Two bids were received. The Public Works Supervisor, Facilities Division recommends acceptance of the bid from Carpets by Phillips Inc., 626 Camelot Drive, Oceanside CA 92054. Bid tabulation is as follows: Carpets by Phillips $61.822.50 Contract Carpets $67,736.25 FISCAL IMPACT: The bid was structured to have the contractor supply hourly labor costs and a discount from list price of materials and supplies. These numbers were multiplied by an estimated number of hours of service needed per year and an estimated dollar amount of materials. The bid from Carpets by Phillips totaled $61,822.50. However, the amount spent for services and materials will be determined by the needs of the City and the Facilities Maintenance budget. The Facilities Maintenance Division has available funds in their budget to cover needed services. EXHIBITS: 1. Resolution No. 2002-135 2. Agreement with Carpets by Phillips Inc. 1 2 3 4 5 6 7 8 9 la 11 12 13 14 15 16 17 18 19 20 21 22 23 24 5 25 F 2 26 5 27 -I z 28 .. 0 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF THE EXECUTION OF AN AGREEMENT. CARLSBAD, CALIFORNIA, ACCEPTING A BID AND AUTHORIZING WHEREAS, the City of Carlsbad requires the services of a contractor to provide floor covering services, and; WHEREAS, proper bidding procedures has resulted in the receipt of a bid from a qualified contractor; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1. The bid of Carpets by Phillips Inc.. 626 Camelot Drive, Oceanside CA 92054 is hereby accepted. 2. The Mayor of the City of Carlsbad is hereby authorized and directed to execute a contract for these services, a copy of which is attached hereto, for and on behalf of the City of Carlsbad for a period of three (3) years with the option for the City Manager to extend for one (1) additional (1) year period. 3. The Purchasing Officer is hereby authorized and directed to issue a purchase order for these services. PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 7th day of MAY , 2002, by the following vote: AYES: Council Members Lewis, Nygaard, Hall NOES: None ABSENT Council Members Kulchin, ATTEST: AGREEMENT FOR FLOOR COVERING SERVICES CARPETS BY PHILLIPS INC. THIS AGREEMENT is made and entered into as of the 13 TH day of A4 4Y , 20&, by and between the CITY OF CARLSBAD, a municipal corporation, ("City"), and CARPETS BY PHILLIPS INC., a corporation, ("Contractor"). RECITALS A. City requires the professional services of a floor covering contractor, B. Contractor has the necessary experience in providing professional C. Selection of Contractor is expected to achieve the desired results in an . D. Contractor has submitted a proposal to City and has affirmed its services and advice related to floor covering and related maintenance services. expedited fashion. willingness and ability to perform such work. NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor agree as follows: 1. SCOPE OF WORK City retains Contractor to perform, and Contractor agrees to render, those services (the "Services") that are defined in attached Exhibit "k, which is incorporated by this reference in accordance with this Agreement's terms and conditions. 2. STANDARD OF PERFORMANCE While performing the Services, Contractor will exercise the reasonable professional care and skill customarily exercised by reputable members of Contractor's profession practicing in the Metropolitan Southern California Area, and will use reasonable diligence and best judgment while exercising its professional skill and expertise. 3. - TERM The term of this Agreement will be effective for a period of three (3) years from the date first above written. The City Manager may amend the Agreement to extend it for one (1) additional one (1) year period or part thereof in an amount not to exceed one hundred thousand dollars ($100,000.00) per Agreement year. Extensions will be based upon a satisfactory review of Contractor's performance, City needs, and appropriation of funds by the City Council. The parties will prepare a written amendment indicating the effective date and length of the extended Agreement. 4. , TIME IS OF THE ESSENCE Time is of the essence for each and every provision of this Agreement. 1 City Attorney Approved Version #05.22.01 3 5. COMPENSATION The total fee payable for the Services to be performed during the initial Agreement term will be as shown in Exhibit "A. No other compensation for the Services will be allowed except for items covered by subsequent amendments to this Agreement. The City reserves the right to withhold a ten percent (10%) retention until City has accepted the work andlor Services specified in Exhibit "A". 6. STATUS OF CONTRACTOR Contractor will perform the Services in Contractor's own way as an independent contractor and in pursuit of Contractor's independent calling, and not as an employee of City. Contractor will be under control of City only as to the result to be accomplished, but will consult with City as necessary. The persons used by Contractor to provide services under this Agreement will not be considered employees of City for any purposes. The 'payment made to Contractor pursuant to the Agreement will be the full and complete compensation to which Contractor is entitled. City will not make any.federal or state tax withholdings on behalf of Contractor or its agents, employees or subcontractors. City will not be required to pay any workers' compensation insurance or unemployment contributions on behalf of Contractor or its employees or subcontractors. Contractor agrees to indemnify City .within thirty (30) days for any tax, retirement contribution, social security, overtime payment, unemployment payment or workers'. compensation payment which City may be required to make on behalf of Contractor or any agent, employee, or subcontractor of Contractor for. work done under this Agreement. At the City's election, City may deduct the indemnification amount from any balance owing to Contractor. 7. SUBCONTRACTING Contractor will not subcontract any portion of the Services without prior written approval of City. If Contractor subcontracts any of the Services, Contractor will be fully responsible to City for the acts and omissions of Contractor's subcontractor and of the persons either directly or indirectly employed by the subcontractor, as Contractor is for the acts and omissions of persons directly employed by Contractor. Nothing contained in this Agreement will create any contractual relationship between any subcontractor of Contractor and City. Contractor will be responsible for payment of subcontractors. Contractor will bind every subcontractor and every subcontractor of a subcontractor by the terms of this Agreement applicable to Contractor's work unless specifically noted to the contrary in the subcontract and approved in writing by City. 8. OTHER CONTRACTORS The City reserves the right to employ other Contractors in connection with the Services. 9. INDEMNIFICATION Except as to the sole negligence or willful misconduct of City, Contractor will defend, indemnify and hold City, its officers. agents and employees, harmless from any and all loss, damage, claims, demands, liability, expense or cost, including attorney's fees, 2 City Attorney Approved Version K15.22.01 which arises out of, or is in any way connected with.the performance of, the Services by Contractor or any of Contractor's employees, agents cr subcontractors, notwithstanding that City may have benefited from their services. The parties expressly agree that any payment, attorney's fee, costs or expense City incurs or makes to or on behalf of an injured employee under the City's self- administered workers' compensation is included as a loss, expense or cost for the purposes of this section, and that this section will survive the expiration or early termination of the Agreement. 10. INSURANCE Contractor will obtain and maintain for the duration of the Agreement and any and all amendments, insurance against claims for injuries to persons or damage to-property which may arise out of or in connection with performance of the services by Contractor or Contractor's agents, representatives, employees or subcontractors. The insurance will be obtained from an insurance carrier admitted and authorized to do business in the State of California. The insurance carrier is required to have a current Best's Key Rating of not less than "A-:V". 10.1 Coveraaes and Limits. Contractor will maintain the types of coverages and minimum limits indicated below, unless City Attorney or City Manager approves a lower amount. These minimum amounts of coverage will not constitute any limitations or cap on Contractor's indemnification obligations under this Agreement. City, its officers, agents and employees make no representation that the limits of the insurance specified to be carried by Contractor pursuant to this Agreement are adequate to protect Contractor. If Contractor believes that any required insurance coverage is inadequate, Contractor will obtain such additional insurance coverage, as Contractor deems adequate, at Contractor's sole expense. 10.1.1 Commercial General Liabilitv Insurance. $1,000,000 combined single-limit per occurrence for bodily injury, personal injury and property damage. If the submitted policies contain aggregate limits, general aggregate limits will apply separately to the work under this Agreement or the general aggregate will be twice the required per occurrence limit. 10.1.2 Automobile Liability (if the use of an automobile is involved for Contractor's work for City). $1,000,000 combined single-limit per accident for bodily injury and property damage. 10.1.3 Workers' ComDensation and Emplover's Liabilitv. Workers' Compensation limits as required by the California Labor Code and Employer's Liability limits of $1,000,000 per accident for bodily injury. Workers' Compensation and Employer's Liability insurance will not be required if Contractor has no employees and provides, to City's satisfaction, a declaration stating this. 3 City Attorney Approved Version 3105.22.01 10.1.4' Professional Liability. Errors and omissions liability appropriate to Contractor's profession with limits of not less than $1,000,000 per claim. Coverage must be maintained for a period of five years following the date of completion of the work. 10.2. Additional Provisions. Contractor will ensure that the policies of insurance required under this Agreement contain, or are endorsed to contain, the following provisions: 10.2.1 The City will be named as an additional insured on General Liability. 10.2.2 Contractor will obtain occurrence coverage, excluding Professional Liability, which will be written as claims-made coverage. 10.2.3 This insurance will be in force during the life of the Agreement and any extensions of it and will not be canceled without thirty (30) days prior written notice to City sent by certified mail pursuant to the Notice provisions of this Agreement. 10.3 Providina Certificates of Insurance and Endorsements. Prior to City's execution of this Agreement,' Contractor will furnish certificates of insurance and endorsements to City. 10.4 Failure to Maintain Coveraae. If Contractor fails to maintain any of these insurance coverages, then City will have the option to declare Contractor in breach, or may purchase replacement insurance or pay the premiums.that are due on existing policies in order to maintain the required coverages. Contractor is responsible for any payments made by City to obtain or maintain insurance and City may collect these payments from Contractor or deduct the amount paid from any sums due Contractor under this Agreement. 10.5 Submission of Insurance Policies. City reserves the right to require, at anytime, complete and certified copies of any or all required insurance policies and endorsements. 11. BUSINESS LICENSE Contractor will obtain and maintain a City of Carlsbad Business License for the term of the Agreement, as may be amended from time-to-time. 4 City Attorney Approved Version #05.22.01 A 12. ACCOUNTING RECORDS Contractor will maintain complete and accurate records with respect to costs incurred under this Agreement. All records will be clearly identifiable. Contractor will allow a representative of City during normal business hours to examine, audit, and make transcripts or copies of records and any other documents created pursuant to this Agreement. Contractor will allow inspection of all work, data, documents, proceedings, and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement. 13. OWNERSHIP OF DOCUMENTS All work product produced by Contractor or its agents, employees, and subcontractors pursuant. to this Agreement is the property of City. . In the event this Agreement is terminated, all work product produced by Contractor or its agents, employees and subcontractors pursuant to this Agreement will be delivered at once to City. Contractor will have the right to make one (1) copy of the work product for Contractor's records. 14. COPYRIGHTS Contractor agrees that all copyrights that arise from the services will be vested in City and Contractor relinquishes all claims to the copyrights in favor of City. 15. NOTICES The name of the persons who are authorized to give written notices or to receive written' notice on behalf of City and on behalf of contractor under this Agreement. For Citv: For Contractor: Each party will notify the other immediately of any changes of address that would require any notice or delivery to be directed to another address. 16. CONFLICT OF INTEREST City will evaluate Contractor's duties pursuant to this Agreement to determine whether disclosure under the Political Reform Act and City's Conflict of Interest Code is required of Contractor or any of Contractor's employees, agents, or subcontractors. Should it be determined that disclosure is required, Contractor or Contractor's affected employees, 5 City Attorney Approved Version #05.22.01 7 agents, or subcontractors will complete and file with the City' Clerk those schedules specified by City and contained in the Statement of Economic Interests Form 700. Contractor, for Contractor and on behalf of Contractor's agents, employees, , subcontractors and consultants warrants that by execution of this Agreement, that they have no interest, present or contemplated, in the projects affected by this Agreement. Contractor further warrants that neither Contractor, nor Contractor's agents, employees, subcontractors and consultants have any ancillary real property, business interests or income that will be affected by this Agreement or, alternatively, that Contractor will file with the City an affidavit disclosing this interest. 17. GENERAL COMPLIANCE WITH LAWS Contractor will keep fully informed of federal, state and local laws and ordinances and regulations which in any manner affect those employed by Contractor, or in any way affect the performance of the Services by Contractor. Contractor will at all times observe and comply with these laws, ordinances, and regulations and will be responsible for the compliance of Contractor's services with all applicable laws, ordinances and regulations. Contractor will be aware of the requirements of the Immigration Reform and Control Act of 1986 and will comply with those requirements, including, but not limited to, verifying the eligibility for employment of all agents, employees, subcontractors and consu!tants that the services required by this Agreement. 18. DISCRIMINATION AND HARASSMENT PROHIB- Contractor will comply with all applicable local, state and federal laws and regulations prohibiting discrimination and harassment. 19. DISPUTE RESOLUTION If a dispute should arise regarding the performance of the Services the following procedure will be used to resolve any questions of fact or interpretation not otherwise settled by agreement between the parties. Representatives of Contractor or City will reduce such questions, and their respective views, to writing. A copy of such documented dispute will be forwarded to both parties involved along with recommended methods of resolution, which would be of benefit to both parties. The representative receiving the letter will reply to the letter along with a recommended method of resolution within ten (IO) business days. If the resolution thus obtained is unsatisfactory to the aggrieved party, a letter outlining the disputes will be forwarded to the City Manager. The City Manager will consider the facts and solutions recommended by each party and may then opt to direct a solution to the problem. In such cases', the action of the City Manager will be binding upon the parties involved, although ,nothing in this procedure will prohibit the parties from seeking remedies available to them at law. 6 City Attorney Approved Version iW5.22.01 20. TERMINATION In the event of the Contractor's failure to prosecute, deliver, or perform the Services, City may terminate this Agreement for nonperformance by notifying Contractor by certified mail of the termination. If City decides to abandon or indefinitely postpone the work or services contemplated by this Agreement, City may terminate this Agreement upon written notice to Contractor. Upon notification of termination, Contractor has five (5) business days to deliver any documents owned by City and all work in progress to City address contained in this Agreement. City will make a determination of fact based upon the work product delivered to City and of the percentage of work that Contractor has performed which is usable and of worth to City in having the Agreement completed. Based upon that finding City will determine the final payment of the Agreement. Either party upon tendering thirty (30) days written notice to the other party may terminate this Agreement. In this event and upon request of City, Contractor will assemble the work product and put it in order for proper filing and closing and deliver it to City. Contractor will be paid for work performed to the termination date; however, the total will not exceed the lump sum fee payable under this Agreement. City will.make the final determination as to the portions of tasks completed and the compensation to be made. 21. COVENANTS AGAINST CONTINGENT FEES Contractor warrants that Contractor has not employed or retained any company or person, other than a bona fide employee working for Contractor, to solicit or secure this Agreement, and that Contractor has not paid or agreed to pay .any company or person, other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift, or any other consideration contingent upon, or resulting from, the award or making of this Agreement. For breach or violation of this warranty, City will have the right to annul this Agreement without liability, or, in its discretion, to deduct from the Agreement price or consideration, or otherwise recover, the full amount of the fee, commission, percentage, brokerage fees, gift, or contingent fee. 22. CLAIMS AND LAWSUITS By signing this Agreement, Contractor agrees that any Agreement claim submitted to City muscbe asserted as part of the Agreement process as set forth in this Agreement and not in anticipation of litigation or in conjunction with litigation. Contractor acknowledges that if a false claim is submitted to City, it may be considered fraud and Contractor may be subject to criminal prosecution. Contractor acknowledges that California Government Code sections 12650 et sea., the False Claims Act applies to this Agreement and, provides for civil penalties where a person knowingly submits a false claim to a public entity. These provisions include false claims made with deliberate ignorance of the false information or in reckless disregard of the truth or falsity of information. If City seeks to recover penalties pursuant to the False Claims Act, it is entitled to recover its litigation costs, including attorney's fees. Contractor acknowledges that the filing of a false claim may subject Contractor to an administrative debarment proceeding as the result of which Contractor may be prevented to act as a Contractor on any public work or improvement for a period of up to five (5) years. Contractor " 7 City Attorney Approved Version K15.22.01 acknowledges debarment by another jurisdiction is grounds for City to terminate this Agreement. 23. JURISDICTIONS AND VENUE Any action at law or in equity brought by either of the parties for the purpose of enforcing a right or rights provided for by this Agreement will be tried in a court of competent jurisdiction in the County of San Diego, State of California, and the parties waive all provisions of law providing for a change of venue in these proceedings to any other county. 24. SUCCESSORS AND ASSIGNS It is mutually understood and agreed that this Agreement will be binding upon City and Contractor and their respective successors. Neither this Agreement.or any part of it nor any monies due or to become due under it may be assigned by Contractor without the prior consent of City, which shall not be unreasonably withheld. 25. ENTIRE AGREEMENT This Agreement, together with any other written document referred to or contemplated bv it. alona with the Durchase order for this Aqreemect and its provisions. embody the &ire Agreement and understanding betweenthe parties relating to the subject matter of it. In case of conflict, the terms of the Agreement supersede the purchase order. Neither this Agreement nor any of its provisions may be amended, modified, waived or discharged except in a writing signed by both parties. Ill Ill Ill 111 Ill Ill Ill Ill Ill Ili 111 a City Attorney Approved Version #05.22.01 'D 26. AUTHORITY The individuals executing this Agreement and the instruments referenced in it on behalf of Contractor each represent and warrant that they have the legal power, right and actual authority to bind Contractor to the terms and conditions of this Agreement. CONTRACTOR /- - (sign here) 3ctrbclcGi s LL9d City Clerk (print nameltitle) ZXzcetaY- 7 If required by City, proper notarial acknowledgment of execution by contractor must be attached. If a CorDoration, Agreement must be signed by one corporate officer from each of the following two groups. *Group A. Chairman, President, or Vice-president "Group 0. Secretary, Assistant Secretary, CFO or Assistant Treasurer Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering the officer(s) signing to bind the corporation. APPROVED AS TO FORM: RONALD R. BALL, City Attorney By: MMdW Deputy City Attorney 3/4/flC'a 9 City Attorney Approved Version #05.22.01 // State of California County of } ss. 1 personally known to me x proved to me on the basis of sattsfactory evidence to be the person(s) whose name(s) dare subscribed to the within instrument and the same in hisiherithelr authorlzed acknowledged to me that heisheithey executed capacity(ies). and that by hlsiheritheir signature(s) on the tnstrument the person(s). or the erltity upon behalf of which the person(s) acted, executed the instrument. WITNkSS my hand and official seal Though the mfomat!On below is no! reeqwred by law It may prove valuable to oersons reiyng on the dociirnen! and could prevent fraudulent removal and reatrachment of thts form to another document Description of Attached Document' Title or Type of Document. "~ Document Date. Number of Pages Slgner(s) Other Than Named Above. .- Capacity(ies) Claimed by Signer Slgner's Name lndlvlduai Corporate Officer - Tttle(s). "_ Partner - Llmlted General - Attorney tn Fact 1 Trustee ~~ Guardian or Conservator ~ Other: Slgner Is Representlng. ? EXHIBIT “A” SCOPE OF SERVICES 1. Contractor shall provide all necessary tools, materials, knowledge and labor to provide floor covering and related services to City of Carlsbad Facilities as requested. Services include but are not limited to preparation of surfaces and installation of floor coverings per the City of Carlsbad standard product specifications and manufacturer’s installation specifications. Examples of work include but are not limited to: a. Broad Loom Carpeting b. Commercial Carpet Squares c. Sheet Vinyl Products d. Vinyl Tile Products e. Variety of Cove Base Products 2. The Contract shall properly dispose of all materials removed prior to floor covering installation. 3. Contractor shall provide personnel who have achieved “journeyman” experience level. 4. For each specific job, Contractor must obtain approval of materials to be used from a designated City representative. 5. Contractor will quote at least 10% off list price for all materials to be used and will obtain approval of materials costs before starting work. 6. General minimum product specifications for floor coverings include: a. Mannington Vinyl Products Essentials Floor Tile b. Mannington MultiFleck Sheet Vinyl c. Armstrong Excelon Vinyl Floor Tile d. Armstrong Corelon Sheet Vinyl e. Millikan Carpet Squares f. Blue Ridge Broad Loom g. All materials used will be recyclable when possible. 7. Normal work hours shall be Monday through Friday 8:OO AM through 300 PM, excluding City holidays. Emergency or “after hours” labor rates will apply at other times. Labor for normal work hours are set at $104.25 per hour. Labor for “after hours” and emergency hours are set at $104.25 per hour. 8. The Contractor will respond to a situation declared as an emergency by the City within 4 hours after a call is placed to the Contractor. 9. The Contractor will perform work in accordance all applicable codes.