Agenda Packets - 2004/12/13 - Laserfiche WebLink

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Item No: 10F Meeting Date: 12/13/04 Type of Business: CB City of Mounds View Staff Report To: Honorable Mayor and City Council From: Kurt Ulrich, City Administrator Item Title/Subject: Consider Bids for Carpet at the Mounds View Community Center Background: The City Council approved solicitation of bids for the Mounds View Community Center (MVCC) carpet at the meeting of November 22, 2004. Based upon this action, staff requested sealed bid proposals from six local carpet companies and advertised in the official newspaper. In order to allow enough time for bid submittals, the bid closing was established for Monday, December 13, 2004, the date of the regular Council meeting. Due to the potential complexity of making bid comparisons, it is likely that staff will request this item be postponed to allow additional time to conduct an appropriate analysis of all bids. It was noted in the staff report of November 22nd that during the last year the City has received a number of complaints about the appearance of the carpet within the Mounds View Community Center. Most recently, building tenants such as the Twin Cities North Chamber and the Mermaid have requested that the carpet be replaced. The carpet is original to the building. Upon receiving complaints about the condition of the carpet, the City attempted deep-cleaning methods in several areas and has been unable to significantly improve the soiled appearance of the carpet. Most of the stains are so imbedded in the carpet fabric and backing that they reappear after cleaning. Discussion: The carpet is an important aspect of the facility and timely replacement will protect the image of the community center as a quality facility in which to host families and events. The fabric of the carpet is not worn-out, but the stains appear to be beyond repair. While the carpet could be kept, it is aesthetically unpleasing and unwelcoming to the public. Part of the reason the carpet has failed is due to the fact that a rigorous cleaning schedule has not been maintained. The future operating budget for the facility calls for twice a month cleaning of the carpet as recommended by most manufacturers. Due to the fact that quotes have generally been over $50,000, state statute and City purchasing policy require a sealed bid be solicited. Staff solicited sealed bids to install new carpet at the Mounds View Community Center, specifying carpet tiles, with an alternate of broadloom carpet. Recommendation: Staff recommends that the Council consider the bids received on December 13th, and postpone action on this item to the January 10, 2005 meeting in order to conduct a proper analysis of the bids received. A re-bidding of the project might also be in order depending on the amount and type of bids received.